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Welcome to Travel Training. Travel Services and AFISM. Class Objective:. To provide users with information to help their department comply with Tech travel policies as well as to accurately complete travel documents online. Travel Services Web Links . Online Travel System

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Welcome to Travel Training

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Welcome to travel training l.jpg

Welcome to Travel Training

Travel Services and


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Class Objective:

To provide users with information to help their department comply with Tech travel policies as well as to accurately complete travel documents online.

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Travel Services Web Links

  • Online Travel System

  • -http://www.fiscal.ttuhsc.edu/travel2/

  • Travel Services Website

  • -http://www.depts.ttu.edu/baff/travel/

  • State Contract Info:

  • -http://www.window.state.tx.us/procurement/prog/stmp/

  • In/Out of state meal & Lodging rates


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Vendor Codes

  • Vendor Code Required

  • Search Vendor Tab

  • Create Vendor Code

  • Vendor Payment Website

  • http://www.fiscal.ttuhsc.edu/vendorpayments/

    • To provide vendor info

    • To provide check info

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Account Codes

  • 7BO In-state Travel

  • 7B1 Out of state Travel

  • 7B2 Foreign Travel

  • 7B4 Apartment House Rental

  • 7B5 Prospective Employee

  • 7B6 Student Group Travel

  • 7B7 Participant Travel

  • 7N0 Registration Fees

  • 7N4 Food and Entertainment

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Travel Application

  • Submit prior to trip

    • Recommend at least 2 weeks prior to trip

    • International travel submit at least 50 days prior to departure

  • Request travel advances and TR’s

  • Submit prior to submitting voucher. May be entered on the same day.

  • All International travel by state employees on state business requires OIA approval, even if personal funds are being used.

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Travel Advances

  • Issued for airfare, lodging and meals for employees with no credit card. Released 2 days before travel date. May request approval to be released earlier if necessary

  • Conference brochure required for advances for conference rate

  • Issued for prepaid expenses with credit card statement not transaction summary

  • Not issued to non-employees, undergraduate students or employees with outstanding advances.

  • Must be picked up in Travel Services. I.D. required.

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Transportation Requests (TR)Business Travel Accounts (BTA)

  • To purchase airfare for employees without a credit card or for guests

  • Must use SWABIZ or local travel agent

  • SWABIZ required for cities: Austin/Corpus Christi/Dallas/El Paso/Houston/San Antonio/Albuquerque, NM/Los Angeles, CA/New Orleans, LA/Oklahoma City, OK/Tulsa, OK/Phoenix, AZ/St. Louis, MO.

  • Requested with application

  • Not processed until application is approved

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  • Fares may not exceed state contract rates

  • Request a BTA/TR for travelers without a credit card or for guests

  • May use SWABIZ or Travel Agent for booking

  • May use Internet booking tools on local funds

  • Advances are issued for prepaid airfare with credit card statement

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  • May claim per diem or actual with detailed meal receipts.

  • Detailed meal receipts required for student group travel.

  • Federal Per Diem Rates are used for instate rate. If city not listed use the standard rate $85 and $36.

  • Federal rates are used for out of State

  • Meals for one day travel are not reimbursable.

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  • Meal limit breakdowns based on 20%-30%-50% rule for 3 meals:


  • $36.00 day = $7 / $11 / $18

  • $44.00 day = $9 / $13 / $22

  • $54.00 day = $11/ $16/ $27

  • $64.00 day = $13 / $19/ $32

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In-State and Out-of-state Lodging rates are listed on the Federal Per diem website.

  • Overage is not reimbursed on state funds

  • Requests for Overage Exceptions

    • To Travel Department if using local funds

    • To SPAR if using grant funds

    • Provide signed exception form with brochure

  • Guest Lodging procedure is available for guests.

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    Car Rentals

    • Contract rental agencies and rates may be found at state contract link

    • Be sure traveler is charged the state rate. (Use agency code shown on link and state agency code 733.)

    • Important Tips:

      • Insurance is included with a contract rental

      • There are NO TAX EXEMPTIONS on rental cars

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    • Early registration fees for conferences may be paid on a P-card or a PO or state travel card.

    • Can request advance if traveler prepaid using travel or personal credit card by providing statement.

    • Contact Travel Services if you have a problem paying with J.P. Morgan Chase credit card.

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    Automobile Travel

    “Four-Per-Car” Rule

    • Two to four state employees traveling to the same conference may not travel in separate vehicles

    • Only one person may claim mileage; mileage includes wear & tear and gas

    • If an employee wants to travel alone :

      • Explain reason in writing and request prior written approval from department

      • Submit approval with voucher

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    Group Travel

    • Advances are issued for 90% of request to a sponsor even if they have a travel credit card.

    • Application is submitted in sponsor’s name

    • List travelers’ names and SSNs on application and voucher

    • Itemized Meal receipts are required or students may sign a form showing they received the per diem

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    International Travel

    • All international travel by state employees on state business requires OIA approval, even if personal funds are being used!

    • International travel may not be reimbursed on state accounts.

    • Meal and Lodging Reimbursements

      • Actual expenses for meals and lodging with itemized meal and lodging receipts

      • May claim meal per diem by using the International website at http://aoprals.state.gov/default.asp

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    International Travel

    • Requests for travel will not be approved to a nation that is, at the time the request is received, subject to a Travel Advisory issued by the U.S. State Department.

    • Check website for current travel advisory:

      • http://travel.state.gov/travel_warnings.html

    • Supplemental insurance policy, “Travel Accident Emergency Evacuation Insurance”

      • OP 79.05 Attachment A

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    Canada, Mexico, Alaska, Hawaii, and U.S. Possessions

    • Are not considered International Travel for account codes

      • May claim Meal Per Diem or actual expenses with itemized receipts on local funds. Itemized meal receipts required on state funds.

      • Canada and Mexico are not reimbursable on state funds

    • Prior approval is required by OIA Office for Canada and Mexico

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    Direct Deposit

    • Direct Deposit for travel payments is separate from Payroll.

      -Convenience for employee ‘s Travel advances and reimbursement’s.

      -Direct Deposit form is available on online travel system.

      *click on help>links>TTU-Travel Forms

    • Please send form to Sandra Kiser M.S.1107

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    J.P. Morgan Chase Card

    • An employee is eligible to apply for a J.P. Morgan Chase credit if they travel more than three times or have over $500 travel expenses in a year.

    • Employee is personally responsible for payment of the statement.

    • An employee may access their account information online at:

      • http://sdol.jpmorganchase.com/

    • First time users please contact our office to activate User ID and password

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    6 Steps to accuratelycomplete travel application

    1.Make sure funds are available.

    2.Plan Ahead!

    3.Consult TTU OPs and Travel Web site and links.

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    6 Steps to accurately complete travel application

    4.Make sure the following is available

    • Traveler’s (correct) R#

    • Contact name and phone # of preparer

    • Valid FOAP and Account Codes

    • International OIA Approval

  • Explanations must be in detail, with no acronyms or abbreviations.

  • Explanations must include Purpose, Benefit & Purpose to TTU

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    Need More Help?

    • Call 742-4517 or visit Travel Services at

      Room 332 Drane Hall, Fax 742-4244

    • Email Lydia Mecalco, Travel Services Supervisor: lydia.mecalco@ttu.edu or

    • Shirley Dobbins, Sr. Business Assistant: shirley.dobbins@ttu.edu

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