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Travel Reimbursement Process ( TRS) AM0574 Revised 09.23.13 Disbursements & Travel Services [email protected] or 458-4213 PowerPoint PPT Presentation


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Travel Reimbursement Process ( TRS) AM0574 Revised 09.23.13 Disbursements & Travel Services [email protected] or 458-4213 Presenters : Nora Compean 458-4831 Zachary Bolden 458-5915 Website: http://www.utsa.edu/financialaffairs/dts/. Purpose .

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Travel Reimbursement Process ( TRS) AM0574 Revised 09.23.13 Disbursements & Travel Services [email protected] or 458-4213

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Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

Travel Reimbursement

Process

(TRS)

AM0574

Revised 09.23.13

Disbursements & Travel Services

[email protected] or 458-4213

Presenters: Nora Compean 458-4831

Zachary Bolden 458-5915

Website: http://www.utsa.edu/financialaffairs/dts/


Purpose

Purpose

  • UTSA will pay and/or reimburse travel cost incurred while traveling on official University business when it has been authorized.

  • Travel reimbursement guideline is applicable to:

    • All employees

    • Student employees

    • Student Participants (study abroad, student teaching, internships, practicums, athletes, etc.)

    • Prospective employees (employment interviews)

    • Prospective students (recruitment visits)

    • Consultants (Provide professional services)


Authority

Authority

  • State of Texas Travel Regulations Act

  • General Appropriations Act

  • Rules and Regulations of UT System Board of Regents’

  • State Comptroller of Public Accounts (Travel Act)

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

  • U.S. General Services Administration (GSA)

  • UT Systemwide requirements for use of the contracted travel and car rental agencies


Requirements

Requirements

  • Travel must be for official UTSA business

  • Travel must be planned to achieve maximum savings and efficiency

  • Reimbursable expenses: lodging, transportation, M&IE while in-travel status

  • Travel must be the lowest cost to the State considering all relevant circumstances

  • Prior travel approval necessary (RTA/VE5)

  • Funding must be available for estimated expenses


Rta ve5

RTA/VE5

  • An approved RTA/VE5 must be in place before departure date and/or any travel arrangements are made:

    • Encumber total travel cost (transportation, lodging and M&IE) regardless of method of payment

    • Email DTS inbox disencumberance requests

    • Process VE6/ Correction to Request to Travel when changes include: traveler’s name, dates of travel, destinations, purpose of travel, traveler type, change encumbrance amount, or trip is cancelled.


Reimbursement accountability

Reimbursement Accountability

  • UTSA follows the IRS rules for an Accountable Plan which allows amounts paid to be non-taxable to the traveler. Amounts paid must meet below criteria:

    • Authorized travel must have a business connection

    • Travel expenditures must be substantiated and accounted for within 30 days after travel has been completed

    • Any advance amount paid in excess must be returned to UTSA within 30 days after travel has been completed


Reimbursement rates

Reimbursement Rates

  • Allowable per diems are published on GSA website (M&IE and lodging) for domestic travel

    • GSA incorporates:

      • U.S. Department of Defense rates for Alaska, Hawaii, U.S. Territories and

      • U. S. Department of State rates for international travel

  • Traveler must have an overnight stay

  • Departments are allowed to reimburse at a lower rate than the published GSA per diem rates

    Note: Travel must be notified in advance of travel


Reimbursement rates cont d

Reimbursement Rates (cont’d)

  • Partial per diems (75% of full per diem) on first and last day of travel applicable to domestic travelhttp://www.gsa.gov/portal/content/101518


New fy 2014 per diem rates

New FY 2014 Per Diem Rates

  • Effective October 1st, 2013, the State Comptroller’s Office will increase the maximum lodging rate for most cities in Texas (e.g. Austin will increase from $108 to $120).

  • Scan the search results for either the city or county to determine the appropriate per diem rate; if neither are available, use the “Standard Rate” as it applies to all locations without specific rates.


Ut systemwide contracted travel and car rental agencies

UT Systemwide Contracted Travel and Car Rental Agencies

  • Effective May 13th, 2013 travel arrangements must be made through:

  • Required Travel Agencies:

    • Corporate Travel Planners (CTP)

    • Anthony Travel, Inc.(ATI)

  • Required Car Rental agencies:

    • Avis/Budget

    • Enterprise/National

    • Hertz


  • Exceptions and non compliance

    Exceptions and Non-Compliance

    Travel paid by an outside entity

    Emergency situation (flood, hurricane, etc.)

    Travel agency is unable to provide an airfare within $100 of a lower fare available from an alternate provider, with apples-to-apples comparison.


    Apples to apples comparison

    “Apples-to-Apples” Comparison

    • UTSA’s travel agency is unable to provide an airfare within $100 of a lower fare available

    • Approval required in advance of purchase:

      • Travel arranger must seek approval from:

        • Nora Compean x4831 or Diana Macias-Ollervidez x6915

        • Provide written documented proof of lower fare. Flight must be on the same day with the same restrictions/booking class (e.g. same airline, same flight schedule, same seat, same city pairs, same dates and times, same restrictions/booking class)


    Non compliance consequences

    Non-Compliance Consequences

    All travelers are required to use the approved travel agencies and car rental agencies. Failure to comply with this requirement will result in the following implications:

    1st Violation – Management including VP will be notified. Traveler and travel arranger will receive a reminder along with a copy of the guideline. Attending a travel information training session will be encouraged.


    Non compliance consequences cont d

    Non-Compliance Consequences (cont’d)

    2nd Violation – Management including VP will be notified. Traveler and travel arranger will receive a second reminder along with a copy of the guideline. Prior to future travel, both traveler and travel arranger will be required to attend a travel training class. Traveler will be required to submit a memo to their VP explaining why approved agencies were not used.


    Non compliance consequences cont d1

    Non-Compliance Consequences (cont’d)

    Further Violations – Management including VP will be notified. Traveler will not be reimbursed for non-compliant trip expenses. Traveler will be suspended from future travel until allowed by the VP. Multiple infractions (three or more) of this policy will be handled by the appropriate VP consistent with progressive disciplinary process.


    Ut system reporting requirement

    UT System Reporting Requirement

    • Effective Sept 1st, Quarterly reporting to UT System controller and chief budget officer – Randy Wallace

    • Exceptions allowing to book outside UT System contracted travel agencies

      • Name of traveler

      • Destination

      • Departure date

      • Cost of ticket purchased and from what source

      • Cost of ticket quoted by agency/Concur


    Utsa travel booking options

    UTSA Travel Booking Options

    • Travelers have the option to purchase airfare by contacting full service

    • Travelers have the option to using the online tool (CONCUR)

    • If using CONCUR, users may purchase airfare, and make hotel and car rental reservations for both domestic and foreign


    Ut systemwide car rental cont d

    UT Systemwide Car Rental (cont’d)


    Ut systemwide car rental cont d1

    UT Systemwide Car Rental (cont’d)


    Travel agency management fee

    Travel Agency Management Fee

    • Monthly management fee will be billed at a VP level for FY13 and FY14

    • Billing of management fee will be reassessed by VP areas in FY15


    Funding sources

    Funding Sources

    • 19 - Designated Funds (for travel)

    • 14 - State Appropriated General Funds:

      • Allow for an advance to be issued for meals and lodging only per the Gov’t Code Section 660.003 Travel Expenses

    • 26 - Grants & Contracts: requires RSC approval

    • 30 - Restricted Funds: requires approval from Accounting


    Audit findings on 14 accounts

    Audit Findings on 14 accounts

    • Tips and taxes must not be included Solution: Provide alternate account number

    • Lodging rate increases require pre-approval

    • Solution:Notate in Define pre-approved

    • amounts and show encumbrance breakdown

    • Cost savings on TRS form cannot be a negative amount

    • Solution: Positive amount should reflect a

    • savings to the State


    Funding sources cont d

    Funding Sources (cont’d)

    • Subaccounts used:

    • 50-For all non-employee/non-student/participant domestic or international (prospective employees and students/consultants)

    • 60-For all non-employee (prospective employees/consultants domestic or international (14-26 accounts)

    • 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


    Object codes

    Object Codes:


    Cancellation lost stolen or fees incurred due to travel changes

    Cancellation, Lost, Stolen or Fees Incurred due to Travel Changes

    • A traveler may be reimbursed for:

      • Change in business needs

      • Natural disaster

      • Personal emergency or illness

    • Note: A justification must be included on the TRS form in the comments section. Submission of original receipts as proof that the cancellation charge has been paid.


    Transportation

    Transportation

    • Mileage rate for personal vehicle use while conducting official University business:

      • Traveling to and from the airport

      • Traveling outside of Bexar County

        • Must be authorized to travel

      • Traveling within Bexar County


    Transportation1

    Transportation

    • Mileage reimbursement is not allowed while conducting official University business if the traveler:

      • VP/Dean

      • Base salary has been adjusted to include a car allowance

      • Receives supplemental pay as a car allowance

      • Use of car rental

      • Excludes mileage between UTSA campuses or leased facilities unless approved by the appropriate executive officer as per HOP 4.28 Assignments to Downtown Campus or routine lunches within Bexar County


    Transportation cont d

    Transportation (cont’d)

    • Traveling within Bexar County:

      • RTA/VE5 is not required

      • Mileage/parking log for travel required

        • Can be submitted to Fiscal Services to process reimbursement

        • Do not attach MapQuest printout

        • No cap on amount


    Transportation cont d1

    Transportation (cont’d)

    • Parking

      • Reimbursable when attending meetings or training at off-site locations

      • Event occurs within Bexar County and no additional meal cost included otherwise submit a BEF (Business Expense Form)

      • Can be reimbursed at Fiscal Services with an approved Mileage/Parking Log

      • Submit original receipts


    Transportation cont d2

    Transportation (cont’d)

    • Rental Vehicles

      • UT Systemwide contracted car rental agencies:

    • 1- Enterprise Rent-A-Car

    • 2- Avis Car Rental

    • 3- Budget Car Rental

    • 4- National Car Rental

    • 5- Hertz

    • http://www.utsa.edu/financialaffairs/dts/stateContractedVendors.html#carRental


    Transportation cont d3

    Transportation (cont’d)

    • UT Systemwide Contracted vendors offer different “Preferred Services” programs to travelers:

      • Avis Preferred Services

      • Budget Fast Break

      • National Emerald Club

      • Hertz #1 Club Gold

  • Note: See DTS website for enrollment details


  • Transportation cont d4

    Transportation (cont’d)

    • Reimbursable Expenses on rental vehicles:

      • Applicable taxes

      • GPS Navigation System charges

      • Gas fill-up service

      • Insurance charges (for non-State contracted rentals only)

      • Additional driver if UTSA employee

      • Submission of original receipt

  • Note: Always present Motor Vehicle Rental Exemption Certificate:

  • http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=133


  • Transportation cont d5

    Transportation (cont’d)

    • Non-reimbursable charges for Rental of Vehicles

      • Failure to use the required car rental agencies

      • Expenses incurred for personal use

      • Insurance charges (for State contracted rentals only)

      • Additional driver costs (if not UTSA employee)


    Transportation cont d6

    Transportation (cont’d)

    • Mass Transit, Taxi or Limousine

    • (include appropriate tips; submit original receipts)

      • Bus

      • Taxi

      • Subway

      • Train

      • Other (limousine, ferry, water taxi, etc.)


    Transportation cont d7

    Transportation (cont’d)

    • Commercial Air:

    • Travelers are entitled to be reimbursed for the actual cost of airfare when purchased through CTP, ATI or Concur

    • Travelers may use any airline but are encouraged to take advantage of the additional UT System discounts negotiated with American, United, Southwest and Jetblue


    Transportation cont d8

    Transportation (cont’d)

    • Purchase of State fares and UT System negotiated discounted fares require the use of the State issued CLIBA or TAC cards

    • Failure to use the State cards may result in delayed reservations or additional fees imposed by the airlines


    Transportation cont d9

    Transportation (cont’d)

    • Benefits in using UT Systemwide Contracted vendors:

    • Assistance with negotiating restriction waivers, priority wait listing, lower fares, locating lost baggage

    • Void, refund and exchange tickets

    • 24-hour emergency travel service

    • Automatically enroll international travelers in ISOS http://www.internationalsos.com/members_home/login/login.cfm?CFID=1867708&CFTOKEN=18359097


    Transportation cont d10

    Transportation (cont’d)

    • Tolls

      • Reimbursable if paid by a UTSA employee on official UTSA business

      • Original receipt not required, but expense must be documented on the TRS form


    Meals incidentals m ie

    Meals & Incidentals (M&IE)

    • UTSA adopted the GSA per diem reimbursement rates and are found on the GSA website

    • Requires overnight travel

    • Partial per diems are granted on first and last day of travel

    • Per diem includes incidental cost of $5

    • Per diems may be reduced by department

    • Meal receipts required if per diem rates are exceeded (for domestic and foreign travel)


    Lodging

    Lodging

    • Per diem rates may be found on GSA website

    • Provide lodging rate increase justification if per diem is exceeded

    • Lodging expenses incurred the night before official business has started and the night after official business has ended is reimbursable

    • Original lodging receipt required

    • If rate exceeds GSA per diem rate, then preapproval is required on 14 accounts


    Lodging cont d

    Lodging (cont’d)

    • Use of State contracted hotels is recommended but not required.

    • http://portal.cpa.state.tx.us/hotel/hotel_directory/index.cfm

    • Shared lodging: each traveler is reimbursed for their share of the lodging expense. If the lodging expense is paid by only one of the travelers, then the non-paying traveler’s name and RTA number must be referenced on the TRS form.

    • Present Texas Hotel Occupancy Tax Exemption Certificate when checking in.

    • http://www.utsa.edu/financialaffairs/forms/details.cfm?form_number=56


    Lodging cont d1

    Lodging (cont’d)

    • Lodging rate increase justifications:

      • Safe lodging not available for less than or equal to the maximum lodging reimbursement rate

      • The official conference/seminar/workshop is held at a hotel with a higher rate

      • Pre-approval required if using State funds

      • Other costs avoided (car rental, parking) when paying with State funds (14 accounts)

      • Increase must be approved by supervisor


    Registration fees

    Registration Fees:

    • Reimbursement of conference, seminar, workshop, and training fees

    • Registration must be associated with an RTA

    • Submit original receipt as proof of payment


    Other reimbursable expenses

    Other Reimbursable Expenses

    • Shipping charges

    • Fees related to telephone calls

    • Baggage charges

    • Internet usage fees

    • Business supplies/materials

    • Note: Original receipts must be submitted.


    Other reimbursable expenses cont d

    Other Reimbursable Expenses (cont’d)

    • Attendant care expenses

      • Applicable for travelers with disabilities

    • Travel expenses for prospective employees/students and consultants

    • Travel expenses for Athletic team and Student group travel


    Prospective employees students and consultants

    Prospective Employees/Students and Consultants

    • May be reimbursed for actual cost of meals not to exceed the GSA per diem rate

    • If UTSA is making the travel arrangements or using a CLIBA card, then use of the travel agencies and car rental agencies is required

    • If making their own travel arrangements and paying for airfare or car rental expenses out of pocket may use the travel agency, car rental or on-line reservation tool of their choice


    Foreign travel

    Foreign Travel

    • Use OANDA’s average conversion rates if exchange rate is not listed on receipt(s)

    • http://www.oanda.com/currency/average

    • Do not submit OANDA printouts with paperwork

    • ISOS (International SOS)

    • http://international.utsa.edu/health-and-safety/international-sos/

    • http://international.utsa.edu/images/uploads/International%20SOS%20Instructions.pdf


    Travel reimbursement settlement

    Travel Reimbursement Settlement:

    • Process VP5 or VP2 as applicable

    • Reimbursement will be processed within 7-10 business days upon receiving a correct document

    • Reimbursement payment method:

      • Direct deposit (complete Deposit-Non Payroll form)

        http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=16

      • Check (picked up in person at DTS/Fiscal Services, mailed or send proxy)


    Travel reimbursement settlement cont

    Travel Reimbursement Settlement (cont):

    • If returning excess travel advance funds to UTSA:

      • Complete deposit transmittal form and submit to Fiscal Services http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=14

      • Include name of traveler

      • Include departmental account number xx-xxxx-xxxx

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

      • Include object code: 5371 or appropriate travel expense code as applicable


    Approvals certification

    Approvals/Certification

    • Traveler must certify all expenses are correct and true

    • Account administrator/Supervisor approval

    • RSC approval (26 accounts)

    • Note: TRS forms will be returned if all required approvals have not been obtained. A delay in processing the traveler’s reimbursement may result.


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    How to Complete the

    Travel Reimbursement /

    Settlement (TRS) Form

    Form revised on 07/08/13


    Highlights

    Highlights

    • Reset button clears all form fields and reverts form back to original state.

    • Add an unlimited number of destinations/rows for each expense type.

    • Sections are independent of each other and can be completed in any order, except for Section 4 – Settlement. This section includes the sum of all expenses.

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

    • Funding source is recorded within each expense category (Section 3 – Expenses). Object codes not required.


    Highlights cont d

    Highlights (cont’d)

    • Student Advance Responsible Party submits travel reimbursement on behalf of eligible student.

    • Destinations are entered in the Meals (M&IE) and Lodging sections and users may enter an unlimited number of destinations.

    • Users must enter the daily room rate. If the daily room rate is greater than the GSA per diem rate, the Room Rate Increase section appears.

    • Several expenses consolidated into one expense type called ‘Transportation/Other’.

    • Users may select the Roundtrip checkbox if route includes a return trip that is of equal distance.


    Highlights cont d1

    Highlights (cont’d)

    • Settlement section includes the sum of all expenses and a breakdown by expense type. Enter an unlimited number of UTSA payment methods used to pay for travel expenses (excluding out-of-pocket expenses) that deducts from the total amount owed to the traveler.

    • If funds are owed to traveler, traveler may:

      • Pickup check in-person at DTS or any Fiscal Services office.

      • Send a proxy to pickup check in-person at DTS or any Fiscal Services office.

      • Mail check to department (campus mail) or to the address on file (as listed in UT Direct).


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Completing the Revised TRS

    (Rev. 04/25/13)

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

    • Section 1 – Traveler

    • Section 2 – Trip Information

    • Section 3 – Expenses

      • Meals (M&IE)

      • Lodging

      • Mileage

      • Transportation/Other

      • Student Athletic/Group Travel

      • Charging Multiple Accounts

    • Section 4 – Settlement

    • Section 5 - Certification


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Section 1 - Traveler

    New: If a travel advance was requested on behalf of an eligible student, then the Student Advance Responsible Party traveler type must be selected. For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA Business, a section of the Travel Advances FMOG.

    Select Student Advance Responsible Party. A row appears.

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

    Click button to add more rows.

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

    TIP: Add Student Name(s) button appears only when Student Advance Responsible Party option is selected.

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Section 2 – Trip Information

    New: Destination fields (destination type, name, total business days/nights) have been removed. This information will be entered in the Meals (M&IE) and Lodging sections, within Section 3 – Expenses.

    Notice OANDA average rate fields

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Section 3 – Expenses

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

    Types of Expenses

    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.

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Meals (M&IE)

    Section 3 – Expenses

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

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

    If applicable, Partial Per Diem Rate

    pre-fills.

    Enter destination city, state/country.

    Enter the GSA Per Diem Rate for the destination city.

    Enter the total number of business days spent at destination city.

    GSA Advance Total pre-fills

    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.

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Meals (M&IE)

    Section 3 – Expenses

    New: User may enter additional destinations for each trip.

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

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

    If applicable, click to delete row(s).

    Back to beginning of section

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Meals (M&IE)

    Section 3 – Expenses

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

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

    M&IE Total pre-fills.

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

    Back to beginning of section

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Lodging

    Section 3 – Expenses

    New: In addition to hotel name, user must also enter the city and state/country the hotel is located in. User must enter the daily room rate, total room and hotel tax charges and may enter additional hotels, regardless if they are located in the same city/country and contain the same GSA rate.

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

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

    Enter the hotel name and city, state/country.

    Enter the total room charge (excluding taxes).

    Enter the total hotel taxes.

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

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Lodging

    Section 3 – Expenses

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

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

    Total Hotel cost field(s) pre-fills.

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

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

    If applicable, click to delete row(s).

    LODGING TOTAL pre-fills.

    Back to beginning of section

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Lodging

    Section 3 – Expenses

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

    Select the reason for requesting the higher rate.

    If expense was paid from state funds, select checkbox. The State Funds Cost Itemization section appears.

    Enter the total number of nights at the higher rate.

    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.

    Back to beginning of section

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Mileage

    Section 3 – Expenses

    New:. Select the Round Trip checkbox if the route includes a return trip that is of equal distance. Enter the funding source for this expense.

    Select the date from the drop-down menu.

    Enter the starting (travel from) and ending (travel to) address or name.

    Enter the total miles as listed in MapQuest®.

    If route includes a return trip that is of equal distance, select the checkbox.

    Enter the account number to be charged for this expense.

    Select the Add Route button to add additional row(s).

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

    IMPORTANT: The Total Miles field automatically rounds to the nearest tenth to accommodate the mileage format in DEFINE.

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Transportation/Other

    Section 3 – Expenses

    New: Consolidated multiple expense types into one section.

    Select the expense type from the drop-down menu.

    Enter the total amount.

    Enter comments (optional).

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

    Click to delete row(s).

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Transportation/Other

    Section 3 – Expenses

    New: Consolidated multiple expense types into one section.

    Enter the account number to be charged for these expenses.

    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.

    Back to beginning of section

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Transportation/Other

    Section 3 – Expenses

    New: Consolidated multiple expense types into one section.

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

    Enter the account number.

    Click to delete row(s).

    IMPORTANT: The TRANS/OTHER TOTAL and account Total fields must match.

    Back to beginning of section

    Back to Table of Contents


    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Student Athletics Team / Student Group Travel

    Section 3 – Expenses

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

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

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

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

    Click the Add Account button to add another account.

    Click to delete row(s).

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    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Section 4 – Settlement

    New: New section that provides the total amount to be reimbursed to the traveler, including a breakdown by expense type.

    The sum of each expense type pre-fills and the sum of all expenses appears in the TRIP TOTAL field.

    If funds are owed to the traveler, enter the document ID number for the Travel Payment Voucher (VP5) processed in DEFINE.

    If an amount is owed to the traveler, select the travel reimbursement payment method.

    IMPORTANT: DTS highly encourages, but does not require travelers select direct deposit. If Direct deposit is selected, then traveler must ensure the Direct Deposit – Non Payroll form is on file with DTS office.

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    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Section 4 – Settlement

    New: In addition to DTS, traveler may elect to pickup a travel reimbursement check at any Fiscal Services office. Traveler may also designate a proxy to pickup the check on their behalf.

    If Check is selected, then select a delivery method.

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

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

    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).

    IMPORTANT: Reimbursement checks are only mailed to the traveler’s address on file (UT Direct) via U.S. mail or to the traveler’s department via campus mail.

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    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Section 4 – Settlement

    New: Users may select an unlimited number of UTSA payment methods used to pay for travel expenses. These payments are deducted from the amount that is owed to the traveler.

    Select checkbox if any expenses were paid using any of UTSA’s travel payment methods.

    Enter the total amount.

    Select the payment method from the drop-down menu. The applicable fields appear.

    Enter the requested information.

    IMPORTANT: The amount entered is subtracted from the TRIP TOTAL field and the result appears in the Amount Owed to Traveler field.

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    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Section 4 – Settlement

    New: Users may select an unlimited number of UTSA payment methods used to pay for travel expenses. These payments are deducted from the amount that is owed to the traveler.

    Click if any expenses were paid using any of UTSA’s travel payment methods.

    Enter the total amount.

    Enter the requested information.

    Select the payment method from the drop-down menu. The applicable fields appear.

    IMPORTANT: The amount entered is subtracted from the TRIP TOTAL field and the result appears in the Amount Owed to Traveler field.

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    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Section 5 – Certification

    New: No changes made to this section. For instructions, see Completing the Travel Reimbursement/Settlement (TRS) Form, a section of the Travel Advances FMOG.

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    Travel reimbursement process trs am0574 revised 09 23 13 disbursements travel services disbursements travel utsa edu or 458 4213

    Charging Multiple Accounts

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

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

    Enter the amount to be charged to the first account.

    Enter the additional account number.

    • IMPORTANT: The Accounts Total field MUST equal the following fields:

    • M&IE TOTAL

    • LODGING TOTAL

    • MILEAGE

    • TRANS/OTHER TOTAL

    Enter the amount to be charged to the additional account.

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    Questions

    Questions?

    Please email the DTS inbox with questions:

    [email protected]

    HELPFUL LINKS:

    Travel Advance Guideline:

    http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html

    Travel Card Guideline:

    http://www.utsa.edu/financialaffairs/opguidelines/0111.html

    Travel Reimbursement Guideline:

    http://www.utsa.edu/financialaffairs/opguidelines/0109.html


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