Travel Advance Request Process (TAR ) Disbursements & Travel Services

Purpose: Purpose:

• The University of Texas (UTSA) at San Antonio may advance funds to minimize financial hardship for employees and traveling students.

• Travel must be on official UTSA business.

• Advance must be issued in accordance to IRS accountable plan rules.

• Other payment methods should first be pursued.

• The University of Texas (UTSA) at San Antonio may advance funds to minimize financial hardship for employees and traveling students.

• Travel must be on official UTSA business.

• Advance must be issued in accordance to IRS accountable plan rules.

• Other payment methods should first be pursued.

Authority:Authority:

• Board of Regents’ Rules and Regulation (Rule 20801)

• Internal Revenue Service (IRC Rule 162 and various rules)

• Board of Regents’ Rules and Regulation (Rule 20801)

• Internal Revenue Service (IRC Rule 162 and various rules)

Requirements and Eligibility:Requirements and Eligibility:Requirements and Eligibility:Requirements and Eligibility:

• Issued to faculty, staff and eligible student Issued to faculty, staff and eligible student employees who travel infrequentlyemployees who travel infrequently

• Prospective employees and students are not Prospective employees and students are not eligibleeligible

• Domestic and foreign travelDomestic and foreign travel• TAR must be submitted 10 business days prior to TAR must be submitted 10 business days prior to

trip departuretrip departure• Approved RTA/VE5 is requiredApproved RTA/VE5 is required

• Issued to faculty, staff and eligible student Issued to faculty, staff and eligible student employees who travel infrequentlyemployees who travel infrequently

• Prospective employees and students are not Prospective employees and students are not eligibleeligible

• Domestic and foreign travelDomestic and foreign travel• TAR must be submitted 10 business days prior to TAR must be submitted 10 business days prior to

trip departuretrip departure• Approved RTA/VE5 is requiredApproved RTA/VE5 is required

Requirements and Eligibility Requirements and Eligibility (cont)(cont)::Requirements and Eligibility Requirements and Eligibility (cont)(cont)::

• Advances on Behalf of Students Traveling on Advances on Behalf of Students Traveling on Official UTSA Business Official UTSA Business • Referred to as Student Advance Responsible PartyReferred to as Student Advance Responsible Party

• TAR is authorized by an account administrator, who TAR is authorized by an account administrator, who identifies the employee who will have the custodial identifies the employee who will have the custodial responsibility for funds while students are in travel responsibility for funds while students are in travel status.status.

• Advances on Behalf of Students Traveling on Advances on Behalf of Students Traveling on Official UTSA Business Official UTSA Business • Referred to as Student Advance Responsible PartyReferred to as Student Advance Responsible Party

• TAR is authorized by an account administrator, who TAR is authorized by an account administrator, who identifies the employee who will have the custodial identifies the employee who will have the custodial responsibility for funds while students are in travel responsibility for funds while students are in travel status.status.

Requirements and Eligibility Requirements and Eligibility (cont)(cont)::Requirements and Eligibility Requirements and Eligibility (cont)(cont)::• Student Advance Responsible PartyStudent Advance Responsible Party

• Typically accompany the student travelers on trip, but not Typically accompany the student travelers on trip, but not requiredrequired

• Requires an RTA, if traveling with student(s)Requires an RTA, if traveling with student(s)

• Does not affect employees request for travel advance, if Does not affect employees request for travel advance, if applicableapplicable

• Responsible for the usage and reconciliation of monies Responsible for the usage and reconciliation of monies disburseddisbursed

• Complete the Travel Advance Request (TAR)Complete the Travel Advance Request (TAR)• Preferred method of payment is Travel Advance Card Preferred method of payment is Travel Advance Card

(TAC)(TAC)

• Student Advance Responsible PartyStudent Advance Responsible Party• Typically accompany the student travelers on trip, but not Typically accompany the student travelers on trip, but not

requiredrequired

• Requires an RTA, if traveling with student(s)Requires an RTA, if traveling with student(s)

• Does not affect employees request for travel advance, if Does not affect employees request for travel advance, if applicableapplicable

• Responsible for the usage and reconciliation of monies Responsible for the usage and reconciliation of monies disburseddisbursed

• Complete the Travel Advance Request (TAR)Complete the Travel Advance Request (TAR)• Preferred method of payment is Travel Advance Card Preferred method of payment is Travel Advance Card

(TAC)(TAC)


• RTA is not required for Student Advance Responsible RTA is not required for Student Advance Responsible Party, if not traveling with student.Party, if not traveling with student.

• Provide advance to student, if applicable Provide advance to student, if applicable

• Explain requirements to students and assure funds are used Explain requirements to students and assure funds are used for allowable travel costfor allowable travel cost

• RTA is not required for Student Advance Responsible RTA is not required for Student Advance Responsible Party, if not traveling with student.Party, if not traveling with student.

• Provide advance to student, if applicable Provide advance to student, if applicable

• Explain requirements to students and assure funds are used Explain requirements to students and assure funds are used for allowable travel costfor allowable travel cost


• Settle the travel advance within 30 days after trip return Settle the travel advance within 30 days after trip return date date

• If travel has not been completed and payment to Citibank If travel has not been completed and payment to Citibank is due, send a copy of credit card statement with approval is due, send a copy of credit card statement with approval to DTS for processing by UTSA established due date.to DTS for processing by UTSA established due date.

– 20th of each month20th of each month

• Settle the travel advance within 30 days after trip return Settle the travel advance within 30 days after trip return date date

• If travel has not been completed and payment to Citibank If travel has not been completed and payment to Citibank is due, send a copy of credit card statement with approval is due, send a copy of credit card statement with approval to DTS for processing by UTSA established due date.to DTS for processing by UTSA established due date.

– 20th of each month20th of each month

Requirements and Eligibility Requirements and Eligibility (cont)(cont)::Requirements and Eligibility Requirements and Eligibility (cont)(cont)::• Eligible activities and events include but are not Eligible activities and events include but are not

limited to:limited to:• Study AbroadStudy Abroad• AthleticsAthletics• Research Research • Student ActivitiesStudent Activities• Group travelGroup travel

• Eligible activities and events include but are not Eligible activities and events include but are not limited to:limited to:• Study AbroadStudy Abroad• AthleticsAthletics• Research Research • Student ActivitiesStudent Activities• Group travelGroup travel

Allowable Expenses:Allowable Expenses:

• Meals and Incidentals (M&IE)• Lodging Expenses• Registration• Transportation • Other expenses (excludes mileage)

Note:

See GSA (General Services Administration) website for per diem and lodging rates http://www.gsa.gov/portal/category/21287

• Meals and Incidentals (M&IE)• Lodging Expenses• Registration• Transportation • Other expenses (excludes mileage)

Note:

See GSA (General Services Administration) website for per diem and lodging rates http://www.gsa.gov/portal/category/21287

Accounts to be Charged:Accounts to be Charged:

• 19 - Designated Funds (for travel)

• 14 - State Appropriated General Funds: accounts receive advances for meals and lodging only per the Gov’t Code Section 660.003 Travel Expenses

• 26 - Grants & Contracts: requires OPAA approval

• 30 - Restricted Funds: requires approval from Accounting

• Subaccounts used: 68-Student Athlete travel

75-Non-student domestic travel

76-Non-student foreign travel

77- Student non-athletic team travel

78-Student athletic team travel

• 19 - Designated Funds (for travel)

• 14 - State Appropriated General Funds: accounts receive advances for meals and lodging only per the Gov’t Code Section 660.003 Travel Expenses

• 26 - Grants & Contracts: requires OPAA approval

• 30 - Restricted Funds: requires approval from Accounting

• Subaccounts used: 68-Student Athlete travel

75-Non-student domestic travel

76-Non-student foreign travel

77- Student non-athletic team travel

78-Student athletic team travel

Approvals/Certification:Approvals/Certification:Approvals/Certification:Approvals/Certification:

• Traveler must sign promissory noteTraveler must sign promissory note• Student Advance Responsible Party must sign Student Advance Responsible Party must sign

promissory note, if applicablepromissory note, if applicable• Account administrator/Supervisor approvalAccount administrator/Supervisor approval• Advances in excess of $10K require additional Advances in excess of $10K require additional

VP/Dean/Associate/Assistant VP approval.VP/Dean/Associate/Assistant VP approval.• OPAA approval (26 accounts)OPAA approval (26 accounts)

Note: Note: TAR forms will be returned if all required approvals have not been TAR forms will be returned if all required approvals have not been obtained.obtained.

• Traveler must sign promissory noteTraveler must sign promissory note• Student Advance Responsible Party must sign Student Advance Responsible Party must sign

promissory note, if applicablepromissory note, if applicable• Account administrator/Supervisor approvalAccount administrator/Supervisor approval• Advances in excess of $10K require additional Advances in excess of $10K require additional

VP/Dean/Associate/Assistant VP approval.VP/Dean/Associate/Assistant VP approval.• OPAA approval (26 accounts)OPAA approval (26 accounts)

Note: Note: TAR forms will be returned if all required approvals have not been TAR forms will be returned if all required approvals have not been obtained.obtained.

Settlement/Reimbursement:Settlement/Reimbursement:Settlement/Reimbursement:Settlement/Reimbursement:

• Traveler has 30 days upon return of trip to settle all expenses Traveler has 30 days upon return of trip to settle all expenses associated with trip by submitting a Travel associated with trip by submitting a Travel Reimbursement/Settlement (TRS) form Reimbursement/Settlement (TRS) form http://www.utsa.edu/financialaffairs/opguidelines/0109.html

• Reimbursement is settled by DTS. The voucher is processed Reimbursement is settled by DTS. The voucher is processed within 7-10 business days from receiving a correct TRS formwithin 7-10 business days from receiving a correct TRS form

• If travel reimbursement is not settled within 30 days, the If travel reimbursement is not settled within 30 days, the traveler may be reported to their respective VP for non-traveler may be reported to their respective VP for non-compliance with UTSA operational guidelinescompliance with UTSA operational guidelines

• Traveler has 30 days upon return of trip to settle all expenses Traveler has 30 days upon return of trip to settle all expenses associated with trip by submitting a Travel associated with trip by submitting a Travel Reimbursement/Settlement (TRS) form Reimbursement/Settlement (TRS) form http://www.utsa.edu/financialaffairs/opguidelines/0109.html

• Reimbursement is settled by DTS. The voucher is processed Reimbursement is settled by DTS. The voucher is processed within 7-10 business days from receiving a correct TRS formwithin 7-10 business days from receiving a correct TRS form

• If travel reimbursement is not settled within 30 days, the If travel reimbursement is not settled within 30 days, the traveler may be reported to their respective VP for non-traveler may be reported to their respective VP for non-compliance with UTSA operational guidelinescompliance with UTSA operational guidelines

Settlement/Reimbursement Settlement/Reimbursement (cont):(cont):Settlement/Reimbursement Settlement/Reimbursement (cont):(cont):

• If returning excess travel advance funds to UTSA: If returning excess travel advance funds to UTSA: • Complete deposit transmittal form and submit to Fiscal Complete deposit transmittal form and submit to Fiscal

ServicesServices

• Include name of traveler Include name of traveler

• Include departmental account number xx-xxxx-xxxxInclude departmental account number xx-xxxx-xxxx

• Include DTN field: e.g. TA4321 (travel advance Include DTN field: e.g. TA4321 (travel advance tracking number issued by DTS)tracking number issued by DTS)

• Include object code: 5371Include object code: 5371

• If returning excess travel advance funds to UTSA: If returning excess travel advance funds to UTSA: • Complete deposit transmittal form and submit to Fiscal Complete deposit transmittal form and submit to Fiscal

ServicesServices

• Include name of traveler Include name of traveler

• Include departmental account number xx-xxxx-xxxxInclude departmental account number xx-xxxx-xxxx

• Include DTN field: e.g. TA4321 (travel advance Include DTN field: e.g. TA4321 (travel advance tracking number issued by DTS)tracking number issued by DTS)

• Include object code: 5371Include object code: 5371

TAC CardsTAC CardsTAC CardsTAC Cards

• Preferred method of payment for TARPreferred method of payment for TAR

• Embossed cards will be issued with name of Embossed cards will be issued with name of travelertraveler

• TAC is activated TAC is activated only for travel dates for travel dates

• Traveler must not exceed approved amountTraveler must not exceed approved amount

• Advance amounts will be rounded up to the Advance amounts will be rounded up to the next whole dollar next whole dollar

• Preferred method of payment for TARPreferred method of payment for TAR

• Embossed cards will be issued with name of Embossed cards will be issued with name of travelertraveler

• TAC is activated TAC is activated only for travel dates for travel dates

• Traveler must not exceed approved amountTraveler must not exceed approved amount

• Advance amounts will be rounded up to the Advance amounts will be rounded up to the next whole dollar next whole dollar

TAC Cards TAC Cards (cont.)(cont.)TAC Cards TAC Cards (cont.)(cont.)

• TAC cards may be requested up to 60 days in TAC cards may be requested up to 60 days in advance of travel to pay for transportation or prepay advance of travel to pay for transportation or prepay lodging expenseslodging expenses

• TACs can be re-used and refreshed for future trips TACs can be re-used and refreshed for future trips upon submission of a new TARupon submission of a new TAR

• TACs can be retained at the department level while TACs can be retained at the department level while not being used for travelnot being used for travel

• If TAC is for one time trip, then return to DTSIf TAC is for one time trip, then return to DTS

• TAC cards may be requested up to 60 days in TAC cards may be requested up to 60 days in advance of travel to pay for transportation or prepay advance of travel to pay for transportation or prepay lodging expenseslodging expenses

• TACs can be re-used and refreshed for future trips TACs can be re-used and refreshed for future trips upon submission of a new TARupon submission of a new TAR

• TACs can be retained at the department level while TACs can be retained at the department level while not being used for travelnot being used for travel

• If TAC is for one time trip, then return to DTSIf TAC is for one time trip, then return to DTS

TAC Cards TAC Cards (cont)(cont)TAC Cards TAC Cards (cont)(cont)

• TAC cards will be settled by the DTS Travel. TAC cards will be settled by the DTS Travel. (DTS will create the VP2s to pay Citibank and (DTS will create the VP2s to pay Citibank and reimburse traveler — exclude team travel)reimburse traveler — exclude team travel)

• TAC cards may be picked up at DTS/Main TAC cards may be picked up at DTS/Main Campus/DTCampus/DT

• TAC cards may not be picked up by a proxyTAC cards may not be picked up by a proxy

• TAC cards will be settled by the DTS Travel. TAC cards will be settled by the DTS Travel. (DTS will create the VP2s to pay Citibank and (DTS will create the VP2s to pay Citibank and reimburse traveler — exclude team travel)reimburse traveler — exclude team travel)

• TAC cards may be picked up at DTS/Main TAC cards may be picked up at DTS/Main Campus/DTCampus/DT

• TAC cards may not be picked up by a proxyTAC cards may not be picked up by a proxy

Team TravelTeam TravelTeam TravelTeam Travel

• Complete TAR for “Student Advance Responsible Complete TAR for “Student Advance Responsible Party”Party”

• Embossed TAC cards will be issued to students, if Embossed TAC cards will be issued to students, if applicableapplicable

• Pick up cards at DTS/Fiscal Svcs by faculty/staff Pick up cards at DTS/Fiscal Svcs by faculty/staff membermember

• Proper faculty/student RTA’s approved-- if Proper faculty/student RTA’s approved-- if requiredrequired

• Complete TAR for “Student Advance Responsible Complete TAR for “Student Advance Responsible Party”Party”

• Embossed TAC cards will be issued to students, if Embossed TAC cards will be issued to students, if applicableapplicable

• Pick up cards at DTS/Fiscal Svcs by faculty/staff Pick up cards at DTS/Fiscal Svcs by faculty/staff membermember

• Proper faculty/student RTA’s approved-- if Proper faculty/student RTA’s approved-- if requiredrequired

Team Travel Team Travel (cont.)(cont.)Team Travel Team Travel (cont.)(cont.)

• Proper reconciliation will be completed by dept to Proper reconciliation will be completed by dept to clear advance. The reconciliation should include clear advance. The reconciliation should include name of traveler, UTEID, account number to name of traveler, UTEID, account number to charge, object code, amounts. Total amount must charge, object code, amounts. Total amount must match total amount of billing statements.match total amount of billing statements.

• TAC cards must be paid by the 20TAC cards must be paid by the 20thth of every month of every month regardless of travel return dates. Citibank regardless of travel return dates. Citibank statements will be mailed out directly to statements will be mailed out directly to travelers/departments. travelers/departments.

• Proper reconciliation will be completed by dept to Proper reconciliation will be completed by dept to clear advance. The reconciliation should include clear advance. The reconciliation should include name of traveler, UTEID, account number to name of traveler, UTEID, account number to charge, object code, amounts. Total amount must charge, object code, amounts. Total amount must match total amount of billing statements.match total amount of billing statements.

• TAC cards must be paid by the 20TAC cards must be paid by the 20thth of every month of every month regardless of travel return dates. Citibank regardless of travel return dates. Citibank statements will be mailed out directly to statements will be mailed out directly to travelers/departments. travelers/departments.

Team Travel Team Travel (cont.)(cont.)Team Travel Team Travel (cont.)(cont.)

• Department creates VP2 Department creates VP2 • Citibank vendor mail code 032 is usedCitibank vendor mail code 032 is used

• Submit complete documentation to DTS for final Submit complete documentation to DTS for final approvalapproval

• Department creates VP2 Department creates VP2 • Citibank vendor mail code 032 is usedCitibank vendor mail code 032 is used

• Submit complete documentation to DTS for final Submit complete documentation to DTS for final approvalapproval

Overview of Changes

Old New

No reset button. Reset button clears all form fields and reverts form back to original state.

Enter up to four travel destinations. Enter an unlimited number of travel destinations.

Enter funding source and object code for each expense type (in Section 3 – Account(s) To Be Charged).

Deleted Section 3-Account(s) To Be Charged. Funding source entered in Section 3 - Expenses. Object codes not required.

Student not eligible for travel advance.

Student Advance Responsible Party requests travel advance on behalf of eligible student.

Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expenses completed separately.

Consolidated into one expense type called ‘Transportation/Other’.

Overview of Changes (cont.)

Old New

Each section must be completed in sequential order.

Sections are independent of each other and can be completed in any order.

User must delete all numeric fields, even if section is de-selected or unchecked (i.e. hidden) to be excluded from all calculations.

All numeric fields are deleted once row is deleted and/or section is unchecked (i.e. hidden) and are not included in any calculations.

Travel Advance Card (TAC) must be picked up at DTS office.

Traveler has option of picking up TAC at DTS or any Fiscal Services office.

No travel advance check option. Travel advance check option available as an exception only. If approved, traveler selects:•Check pickup option•If in-person pick up, traveler may designate proxy.

•Section 1 – Traveler•Section 2 – Trip Information•Section 3 – Expenses

•Meals (M&IE)•Lodging•Transportation/Other•Student Athletic/Group Travel•Charging Multiple Accounts

•Section 4 – Travel Advance Payment Method•Section 5 - Certification

You may continue to the next slide, or click on a section below for instructions specific to that section.

TIP: Form fields that require user entry are highlighted. Fields/steps that pre-fill or contain calculations are italicized.

1. Select Student Advance Responsible Party. The Enter student name(s) row appears.

New: Requesting a travel advance on behalf of an eligible student. Complete steps below. For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA Business, a section of the Travel Advances FMOG.

New: Requesting a travel advance on behalf of an eligible student. Complete steps below. For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA Business, a section of the Travel Advances FMOG.

3. Enter the student’s full name. Separate multiple students with commas.

TIP: Click button to add more rows.

TIP: Click button to delete additional row(s).

New: Destination fields (destination type, name, total business days/nights) have been removed. This information will be entered in Section 3 – Expenses.

New: Destination fields (destination type, name, total business days/nights) have been removed. This information will be entered in Section 3 – Expenses.

Old Form

New Form

New: Consolidated the Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types into one category called Transportation/Other.

New: Consolidated the Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types into one category called Transportation/Other.

Old Form

New Form

TIP: Deselecting any of these radio buttons will erase all of the information that you entered in that specific section in addition to hiding that section from view.

New: User must complete four additional fields in this section. New: User must complete four additional fields in this section.

IMPORTANT: If traveling within the U.S, including Alaska, Hawaii and U.S. territories and possessions, you MUST select the Domestic checkbox to ensure the Partial Per Diem Rate is calculated for each destination of your trip.

1. If your destination is in the U.S, including Alaska, Hawaii and U.S. territories and possessions, click checkbox.

2. Enter destination city, state/country.

3. Enter the GSA Per Diem Rate for the destination city. 4. Enter the total number

of business days spent at destination city.

If applicable, Partial Per Diem Ratepre-fills.

GSA Advance Total pre-fills

New: User may enter additional destinations for each trip. New: User may enter additional destinations for each trip.

5. Enter the department authorized lower rate, if applicable. The Destination Advance Total field changes to reflect this amount (not the GSA Advance Total).

6. If the trip includes multiple destinations, click the Add Destination button to add an additional row(s).

7. If applicable, click to delete row(s).

New: User must enter the funding source(s) for this expense. New: User must enter the funding source(s) for this expense.

5. Enter the account number that will be charged for this expense.

M&IE Total pre-fills.

6. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.

New: In addition to hotel name, user must also enter the city and state/country the hotel is located in. User must enter the total estimated room and hotel tax charges and may enter additional hotels.

New: In addition to hotel name, user must also enter the city and state/country the hotel is located in. User must enter the total estimated room and hotel tax charges and may enter additional hotels.

1. Enter the GSA lodging rate for the destination city, state/country.

2. Enter the daily/nightly room rate for the destination hotel.

3. Enter the hotel name and city, state/country.

4. Enter the total room charge (excluding taxes).

5. Enter the total hotel taxes.

6. If trip includes multiple hotels, click the Add Lodging button to add an additional row(s).

New: User must enter the funding source(s) for this expense. New: User must enter the funding source(s) for this expense.

6. If applicable, enter additional hotel information in additional row(s).

7. Enter the account number that will be charged for this expense.

8. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.

LODGING TOTAL pre-fills.

Total Hotel cost field(s) pre-fills.

IMPORTANT: If the room rate is greater than the GSA rate, the Room Rate Increase row appears.

1. Enter the total number of nights at the higher rate.

2. Select the reason for requesting the higher rate.

3. If additional expense was paid from state funds, select checkbox. The State Funds Cost Itemization section appears. 4. Select the type of cost to

be avoided and the estimated cost not incurred as a result of staying at the higher rate hotel.

Fields prefill.

1. Select the expense type from the drop-down menu.

New: Consolidated multiple expense types into one section. New: Consolidated multiple expense types into one section.

2. Enter the total amount.

3. Enter comments (optional).

4. Click to add an additional row(s), if applicable.

5. Click to delete row(s).


6. Enter the account number to be charged for these expenses.

7. If these expense will be charged to multiple accounts, click the Add Account button. The account number previously entered in the Charge to Account Number field is erased.


9. Enter the total amount for each expense that will be charged to each account.

8. Enter the account number.

10.Click to delete row(s). IMPORTANT: The TRANS/OTHER TOTAL and account total fields must match.

New: Expenses are grouped by funding source and expense type. New: Expenses are grouped by funding source and expense type.

1. Enter the account number to be charged for each expense type.

2. Enter the total amount for each expense type to be charged to each account.

3. Click the Add Account button to add another account.

5. If an amount is entered in the Other expense type, then describe the expense in the Comments field.

4. Click to delete row(s).

New: Additional payment pick up options and added check payment option (exceptions only). New: Additional payment pick up options and added check payment option (exceptions only).

1. Select the travel advance payment method.

The sum of each expense type pre-fills and the total travel advance request appears in the TOTAL field.

2. If TAC is selected, select where the traveler will pick up the TAC.

IMPORTANT: TAC’s are issued in whole dollars only and are rounded up to the nearest whole dollar.

REMINDER: If Direct Deposit is selected, then traveler must ensure the Direct Deposit – Non Payroll form is on file with DTS office.

1. If check is selected, select a pick up option.

2. If in-person is selected, select the pick up location.

3. If the traveler authorizes proxy to pick up check in-person on traveler’s behalf, then enter the proxy’s full name.

4. If mail is selected, then select check delivery method: mailed to the traveler’s address on file (U.S. mail), or mailed to the traveler’s department (campus mail).

New: No changes made to this section. For instructions, see Completing the Travel Advance Request (TAR), a section of the Travel Advances FMOG.

New: No changes made to this section. For instructions, see Completing the Travel Advance Request (TAR), a section of the Travel Advances FMOG.

New: Users may enter split an expense between multiple accounts by clicking on the Add Account button, located in the Meals and Incidental Expenses (M&IE), Lodging, Transportation/Other and Student Athletic/Group Travel sections.

New: Users may enter split an expense between multiple accounts by clicking on the Add Account button, located in the Meals and Incidental Expenses (M&IE), Lodging, Transportation/Other and Student Athletic/Group Travel sections.

6. Enter the amount to be charged to the first account.

5. Click Add Account to split an expense between multiple accounts. A new account number row appears.

7. Enter the additional account number.

8. Enter the amount to be charged to the additional account.

IMPORTANT: The Accounts Total field MUST equal the following fields:•M&IE TOTAL•LODGING TOTAL•TRANS/OTHER TOTAL

Questions? Questions? Questions? Questions?

Please email the DTS inbox with questions:Please email the DTS inbox with questions:[email protected]@utsa.edu

HELPFUL LINKS:HELPFUL LINKS:

Travel Advance Guideline:Travel Advance Guideline:http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.htmlhttp://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html

Travel Card Guideline:Travel Card Guideline:http://www.utsa.edu/financialaffairs/opguidelines/0111.htmlhttp://www.utsa.edu/financialaffairs/opguidelines/0111.html

Travel Reimbursement Guideline:Travel Reimbursement Guideline:http://www.utsa.edu/financialaffairs/opguidelines/0109.htmlhttp://www.utsa.edu/financialaffairs/opguidelines/0109.html

Please email the DTS inbox with questions:Please email the DTS inbox with questions:[email protected]@utsa.edu

HELPFUL LINKS:HELPFUL LINKS:

Travel Advance Guideline:Travel Advance Guideline:http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.htmlhttp://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html

Travel Card Guideline:Travel Card Guideline:http://www.utsa.edu/financialaffairs/opguidelines/0111.htmlhttp://www.utsa.edu/financialaffairs/opguidelines/0111.html

Travel Reimbursement Guideline:Travel Reimbursement Guideline:http://www.utsa.edu/financialaffairs/opguidelines/0109.htmlhttp://www.utsa.edu/financialaffairs/opguidelines/0109.html

Travel Advance Request Process (TAR ) Disbursements & Travel Services

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Transcript of Travel Advance Request Process (TAR ) Disbursements & Travel Services