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Travel Panel Discussion July 17, 2007 Agenda 1:00 p.m. – Introductions Overview of Travel Processes & Travel Resources 1:30 p.m. - Common Travel Voucher Problems 2:00 p.m. - Answers to Questions Submitted in Advance 2:45 p.m. - BREAK 3:00 p.m. - Faculty Travel Grants

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Travel Panel Discussion


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    1. Travel Panel Discussion July 17, 2007

    2. Agenda • 1:00 p.m. – Introductions • Overview of Travel Processes & Travel Resources • 1:30 p.m. - Common Travel Voucher Problems • 2:00 p.m. - Answers to Questions Submitted in Advance • 2:45 p.m. - BREAK • 3:00 p.m. - Faculty Travel Grants • 3:15 p.m. - Cash Advances • 3:30 p.m. - General Discussion and Open Questions • Conclusion

    3. The Panel • Leslye Allen • Marcia Boling • Maggie Keeshen • Garrison Martt • Cynthia Roberts

    4. Travel Resources • Online Help (in *DEFINE) • PF6 – per screen • “?” – per field • PF10 – glossary terms like “Travel” + “RTA Routing” • Online Help (on the Web) • Handbook of Business Procedures • Frequently Asked Questions • Travel Management Services 471-6641 • Travel Services Desk 471-7821 • Office of Accounting Helpline 471-8802

    5. Travel Overview • UT business travel must have prior authorization. • A Request for Travel Authorization (RTA) is required for faculty, staff, students, prospective employees, and nonemployees (who have no additional fees or honorariums). • The RTA is the VE5 document in *DEFINE. Changes to an approved RTA require a VE6 document.

    6. Travel Overview • The RTA must be created before any centrally billed transportation may be charged. • Airfare • Rental Car • The RTA must also be approved before travel may be reimbursed to the traveler.

    7. www.utexas.edu/services/travel

    8. Travel Overview • International Travel Assistance (International SOS) • Where’s My Traveler? (UT Direct) • Foreign Currency Exchange Rates • Texas State Mileage Guide

    9. www.utexas.edu/business/accounting/tr

    10. Travel Overview • Faculty Travel Grants are available to support tenured & tenure-track faculty or senior lecturers with at least 5 years service at UT Austin to present their original research or creative effort at an appropriate organized conference or professional meeting. • Applications must reach the Faculty Travel Grant office at least two weeks prior to the date of travel for processing and approvals.

    11. www.utexas.edu/ogs/ftg

    12. Electronic Travel Documents • VE5 – Request for Travel Authorization (RTA) • VE6 – Amended RTA • VP5 – Travel Reimbursement

    13. Travel Authorization • Primary Purpose: Approves absence from headquarters • Routes to primary academic appointment for approval

    14. Travel Authorization • Secondary purpose: Approves encumbrances. • Routes to account for approval SPECIAL NOTE:Faculty Travel Grants will never be encumbered!

    15. Travel Authorization • An RTA number is assigned when VE5 is created. • Example: TV06123456This number will be needed later to create a travel reimbursement document (VP5).

    16. VE5 – Travel Authorization >>CREATION OF DOCUMENT T0VE5970455 SUCCESSFULLY COMPLETED; CONTINUE<< *DEFINE REQUEST FOR TRAVEL AUTHORIZATION - VE5 Year 06 07 Command: VE5 Account: __________ Misc: _______________ Month: JUL ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: T0VE5970455 Action: ___ Summary: DOCUMENT IN PROGRESS______________________________ Created: 07/16/07 by ACGEM - MARTT, GARY E Format: 01___ Template: Process Date: Travel Dates: Begin: ______ End: ______ Voucher Date: 071607 DTN: _______ RTA Nbr: TV06333333 Designated HQ: UT AUSTIN_____________________ Vendor ID: UT EID: ________ MC: ___ Name: Traveler Type: _ Title: _______________________ State VID: SECTIONS: _ 1 Destination Code Locale Description _____ _____ _ 2 Purpose of Travel: __ + Benefits to UT: __ + Disposition of Duties: __ + _ W Washington DC Travel: + _ 3 Account Information No Cost to UT: _ _ 4 Define Codes (Optional) -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/16/07 09:58 AM --

    17. VE5 – Travel Authorization >> Enter additional information or enter an ACTION. << *DEFINE REQUEST FOR TRAVEL AUTHORIZATION - VE5 Year 06 07 Command: VE5 Account: __________ Misc: T0VE5970455____ Month: JUL ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: T0VE5970455 Action: ___ Summary: DOCUMENT IN PROGRESS______________________________ Created: 07/16/07 by ACGEM - MARTT, GARY E Format: 01___ Template: Process Date: Travel Dates: Begin: 081507 End: 091207 Voucher Date: 071607 DTN: _______ RTA Nbr: TV06428503 Designated HQ: UT AUSTIN_____________________ Vendor ID: 2 UT EID: ae5666__ MC: 002 Name: EINSTEIN, ALBERT Traveler Type: E Title: SR SYSTEMS ANALYST_____ State VID: 24666666666 SECTIONS: _ 1 Destination Code Locale Description TXDAL I DALLAS, TX UKLON F LONDON, UK _ 2 Purpose of Travel: 03 Perform research activities. + Benefits to UT: 02 Help fulfill contract provisions. + Disposition of Duties: 01 No classes missed. + _ W Washington DC Travel: + X _ 3 Account Information No Cost to UT: _ _ 4 Define Codes (Optional) -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/16/07 11:05 AM --

    18. VE5 – Travel Authorization >> Update successful, press ENTER to return << ACCOUNT INFORMATION Document ID: T0VE5970455 Section: 3 of 04 --------------------------------------------------------------------------- NO COST TO UT: _ Object Account Code Amount 2075010051 1200.00 1902200175 0510 300.00 __________ ___________ __________ ___________ __________ ___________ TOTAL 1,500.00 --------------------------------------------------------------------------- OPTIONAL EXPENDITURE BREAKDOWN MEALS ___________ LODGING ___________ TRANSPORTATION ___________ OTHER ___________ TOTAL

    19. RTA Correction – VE6 >> Enter additional information or enter an ACTION. << *DEFINE CORRECTION DOCUMENT FOR THE RTA - VE6 Year 06 07 Command: VE6 Account: __________ Misc: _______________ Month: JUL ============================================================================== Status: -- COVER SHEET -- Document ID: ___________ Action: NEW Summary: __________________________________________________ Created: 07/16/07 by ACGEM - Format: 01___ Template: Process Date: Travel Dates: Begin: ______ End: ______ Voucher Date: ______ DTN: _______ RTA Nbr: TV06333333 Designated HQ: ______________________________ Vendor ID: UT EID: ________ MC: ___ Name: Traveler Type: _ Title: _______________________ State VID: SECTIONS: _ 1 Destination Code Locale Description _____ _____ _ 2 Purpose of Travel: __ _ Benefits to UT: __ _ Disposition of Duties: __ _ _ W Washington DC Travel: _ _ 3 Account Information No Cost to UT: _ _ 4 Define Codes (Optional) -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/16/07 10:05 AM --

    20. RTA Correction – VE6 >>CREATION OF DOCUMENT T0VE6995699 SUCCESSFULLY COMPLETED; CONTINUE<< *DEFINE CORRECTION DOCUMENT FOR THE RTA - VE6 Year 06 07 Command: VE6 Account: __________ Misc: _______________ Month: JUL ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: T0VE6555555 Action: ___ Summary: DOCUMENT IN PROGRESS______________________________ Created: 07/16/07 by ACGEM - MARTT, GARY E Format: 01___ Template: Process Date: Travel Dates: Begin: 070207 End: 071307 Voucher Date: 071607 DTN: _______ RTA Nbr: TV06333333 Designated HQ: UT AUSTIN_____________________ Vendor ID: 2 UT EID: ae5666__ MC: 001 Name: EINSTEIN, ALBERT Traveler Type: E Title: PROFESSOR______________ State VID: 24666666666 SECTIONS: _ 1 Destination Code Locale Description TXDAL I DALLAS, TX UKLON F LONDON, UK _ 2 Purpose of Travel: 03 Perform research activities. > Benefits to UT: 02 Help fulfill contract provisions. > Disposition of Duties: 01 No classes missed. + _ W Washington DC Travel: + X _ 3 Account Information No Cost to UT: _ _ 4 Define Codes (Optional) -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/16/07 10:06 AM --

    21. RTA Correction – VE6 >> Make updates or Press ENTER to return << ACCOUNT INFORMATION - ENCUMBERED ACCOUNTS Document ID: T0VE6555555 Section: 3 of 04 --------------------------------------------------------------------------- No cost to UT: _ Object Last Amount Account Code Transacted Amount 2075010051 325.00 1402200075 0510 100.00 100.00 1902200175 0510 200.00 200.00 __________ ___________ __________ ___________ TOTAL 625.00 --------------------------------------------------------------------------- OPTIONAL EXPENDITURE BREAKDOWN Meals 200.00 Lodging 200.00 Transportation 200.00 Other 25.00 TOTAL 625.00

    22. RTA CORRECTION – VE6 >> Total of amounts by account must equal estimated amounts. << ACCOUNT INFORMATION - ENCUMBERED ACCOUNTS Document ID: T0VE6555555 Section: 3 of 04 --------------------------------------------------------------------------- No cost to UT: _ Object Last Amount Account Code Transacted Amount 2075010051 325.00 1402200075 0510 100.00 100.00 1902200175 0510 200.00 0.00 __________ ___________ __________ ___________ TOTAL 425.00 --------------------------------------------------------------------------- OPTIONAL EXPENDITURE BREAKDOWN Meals 200.00 Lodging 200.00 Transportation 200.00 Other 25.00 TOTAL 625.00 Also here. Change Amount to 0.00 to disencumber amount.

    23. RTA Correction – VE6 >> Total of amounts by account must equal estimated amounts. << ACCOUNT INFORMATION - ENCUMBERED ACCOUNTS Document ID: T0VE6555555 Section: 3 of 04 --------------------------------------------------------------------------- No cost to UT: _ Object Last Amount Account Code Transacted Amount 2075010051 325.00 1402200075 0510 100.00 100.00 1902200175 0510 200.00 0.00 __________ ___________ __________ ___________ TOTAL 425.00 --------------------------------------------------------------------------- OPTIONAL EXPENDITURE BREAKDOWN Meals 200.00 Lodging 200.00 Transportation 200.00 Other 25.00 TOTAL 625.00 SPECIAL NOTE: All outstanding encumbrances will automatically be disencumbered 60 days beyond the travel end date!

    24. Travel Training! • PN 512 – Travel Management • PN 513 – Travel Authorizations • PN 514 – Travel Vouchers (VP5) • Command handouts on the Office of Accounting Training Resources Web page: www.utexas.edu/business/accounting/training.html

    25. Current Issues • Local & State on the Same Vouchers • It is now possible to process a VP5 travel reimbursement with both state and local disencumbrance transactions on the same document! • This change was made as of August 2007. • Duplicate RTAs • Some users have been creating duplicate RTAs to work around the local and state disencumbrance problem. • This should NEVER be done!

    26. Current Issues • Auto-Disencumbrances • Travel vouchers should be processed within 60 days of the travel end date. • Travel encumbrances are automatically disencumbered after that. • Vouchers processed close to this deadline often have disencumbrances which are invalidated by this automatic process. • Best solution . . . Process documents sooner!

    27. Recent Enhancement Effective June 5, 2007, a new audit has been implemented on the VP5 travel voucher for all institutions. VP5 travel vouchers cannot be created for reimbursement before a trip begins; however, these documents can be created on or after the beginning travel date on an approved RTA.

    28. Travel Services Common VP5 Problems • Incorrect Locale Codes (Sections 1 & 3) • Not separating taxes from lodging (Sections 2 & 3) • Including state sales tax with Texas hotel expenses (Section 2) • Exceeding meals and/or lodging limits (Section 2) • State & local funds on the same VP5

    29. Travel Services Common VP5 Problems • Putting expenses in the wrong section (Sections 1 & 3) • Not separating tips from meals & taxis (Sections 1, 2, & 3) • Claiming expenses for other people • Omitting the traveler’s signature on the cover sheet when the traveler is a UT employee or prospective employee • Leasing an apartment or house from an individual rather than a commercial lodging establishment

    30. Questions & Answers Q: Is an RTA/VE5 required when away from one's office for 4 hours or more if just taking a 4+ hour course at another location on campus grounds? I was told that it was needed when away from office space for more than 4 hours (even if still on campus). A: No RTA is needed when traveling around Austin to any UT Austin campuses. Prepare an RTA only when going to a UT business location outside Austin when you will be away from your office more than 4 hours.

    31. Questions & Answers Q: When is the state mileage guide used instead of using point-to-point mileage using something like MapQuest? A: For state-funded accounts, use the state mileage guide when both cities are listed and odometer readings when they are not. Use odometer readings for intracity travel with a mileage log indicating locations. MapQuest is possible for calculating mileage amounts only with local fund reimbursements.

    32. Questions & Answers Q: Regarding per diem. . . if a conference only provides one of the 3 meals per day, do you pay the full per diem or require receipts for the other two meals and reimburse only the cost of the those two meals? Are charges for snacks allowed if the full per diem has not been met? A: “Per diem” is misleading – travelers must state the actual amount spent for meals; actual amounts are reimbursed (without receipts) up to the state or local meal limit for the location, regardless of any meals provided at a conference, unless the conference meal amount is both stated and optional. Snacks are allowed.

    33. Questions & Answers Q: Do you need receipts for tips to hotel and airport porters and taxi drivers? A: No, but remember tips are never allowed on state funds. Tips should be identified in the miscellaneous section as meal tips, taxi tips, baggage handling tips, and can be accumulated in daily totals by each uniquely identified category (meals, taxi).

    34. Questions & Answers Q: We have faculty that do clinical travel to area hospitals and clinics between 8 a.m. and 5 p.m. They usually leave from their homes, travel to the site, and return to their homes. How is this supposed to be handled? What if they leave from their homes, travel to the clinical site, and return to UT School of Nursing for the rest of their appointed time? A: Unlike the IRS mileage rules that use the first trip of the day and the last trip of the day as commuting trips, the State of Texas requires us to calculate mileage from the traveler’s UT office location to the business activity point. The reimbursement to the traveler is the lower of the mileage from home to the business activity point or from UT to the business activity point. Travel from the business activity point to the UT office would be considered commuting and not reimbursable.

    35. Questions & Answers Q: I understand that “pre-conference" expenses are not covered with state money. Are they covered by other accounts? Also, besides registration fees and hotel receipts, what receipts are required for reimbursements - or maybe a better question is, what type of expenses do not require receipts? A: Conference registration can be paid directly to the conference host prior to the conference. Airfare can be centrally billed and paid directly to the travel agency prior to the trip. Both can be paid with state funds. Required receipts are listed at www.utexas.edu/business/accounting/hbp/11_trav/trav5-5.html. No receipts are required for meals within the daily limits, parking, public transportation within a city, tips (local funds only), or tolls.

    36. Questions & Answers Q: If a faculty member travels with 2 assistants, do they all need to have a VE5? If the faculty member turns in her receipts following the trip and then says that 2 assistants went with her and she paid for their part of the hotel on her credit card, how is this handled? A: Yes, a VE5 is needed for each person. Each person is reimbursed for their own expenses. No person can be reimbursed for the expenses of another person. The assistants’ loans from the faculty member can’t result in the faculty member’s reimbursements of their hotel expenses.

    37. Questions & Answers Q: How do we reimburse for meals when some meals are provided but not all of them? A: Actual meal expenses are reimbursed up to the daily limit without receipts based on the traveler’s actual cost. Although the department may have tighter limits of reimbursements for specific meals, there is no general policy of a daily meal allowance breakdown by breakfast, lunch, etc.

    38. Questions & Answers Q: If the hotel stay charges the greater amount the first day and then lowers it for each day after and the first day exceeds the meals and lodging expense for the day, such as $325 per day, how does the traveler get reimbursed? Do we justify it in the notes section and then get reimbursed? A: Each daily limit stands alone. An exception to the daily limit can be granted only on local funds. Mark the exception field and provide the business reason for the exception to the lodging limit in the VP5 doc notes.

    39. Questions & Answers Q: What is the best way for a traveler to get reimbursed if he or she is traveling for business and pleasure and may want to keep the rental car for the entire trip? A: Divide the rental car expenses by the total days of the rental period and multiply the daily amount by the number of business days. Reimburse only for the business portion.

    40. Questions & Answers Q: Where do I look on the travel Web site or whom do I contact for estimates so I can complete the VE5: a) air travel b) car rental or taxi and c) lodging? A: Use the Travel Management Web site to review state-contracted airfare amounts. Generally, the traveler will be responsible for providing these estimates to you.

    41. Questions & Answers Q: Our current department travel policy for students incorporates forms & procedures that deal with Travel Management, Travel Accounting, Student Affairs, Study Abroad/International Office, Risk Management, U.S. State Department, and our own Equipment Check-Out Rules & MFA Handbook. Are we correct in assuming it is within the department's authority to determine our best interest & make these decisions without outside consultation? A: Yes. Q: Is there someone that should review department policies to see if anything needs to be added/removed? A: No, the dean’s office will provide advice to you for these policies.

    42. Questions & Answers Q: Regarding international travel, especially to "questionable" parts of the world that our department considers a risk, are we correct in assuming it is within the department's authority to determine our best interest & make these decisions without outside consultation? A: At this time, UT Austin does not have a policy to prevent travelers from traveling to high risk areas. We recommend a review of the detailed destination information from the following sites:  • U.S. State Department travel advisories: www.travel.state.gov/travel/travel_1744.html. Travelers will not be able to travel to destinations that the U.S. state department has restricted. • International SOS: www.utexas.edu/services/travel. Click Travel Planning then click International Travel. This is a program provided by UT System Risk Management. The program provides assistance with safety, security information, required immunizations and will help the traveler find medical assistance when he or she is in traveling.

    43. Questions & Answers Q: Regarding international travel to parts of the world that our department considers a risk, when and with whom from Legal Affairs do we need to consult?  A: The UT department can request advice from the Legal Affairs if they wish.

    44. Questions & Answers Q: When a travel scholarship (SS1 document) is processed, are we required to have previously completed a VE5 pre-authorization for the travel?  A: No. Scholarships are for the personal educational pursuit of the individual receiving the award. Personal travel does not require a VE5 authorization. However, we defer to your dean’s office requirements, so prepare an RTA if you are instructed to do so by your dean’s office.

    45. Questions & Answers Q: When a student has a financial bar, the bar is deducted from his or her SS1 but a VP5 Travel Reimbursement reflects no deductions. If indeed the SS1 is "for travel,” why is "travel money" reallocated by accounting to cover an unrelated debt? A: A VP5 would be for UT business purpose, either as an employee or when a student travels representing a UT student group so the travel is nontaxable and is not subject to financial bar deductions. An SS1 travel award would be for the personal educational pursuit of a student, and this is taxable income to the student. Any financial bars for tuition, etc. would be deducted, and this is the case with all scholarship payments, even travel awards.

    46. Questions & Answers Q: How do I claim travel expenses for a trip that crosses fiscal years? >> Enter additional information or enter an ACTION. << *DEFINE REQUEST FOR TRAVEL AUTHORIZATION - VE5 Year 06 07 Command: VE5 Account: __________ Misc: _______________ Month: JUL ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: T0VE5970455 Action: ___ Summary: DOCUMENT IN PROGRESS______________________________ Created: 07/16/07 by ACGEM - MARTT, GARY E Format: 01___ Template: Process Date: Travel Dates: Begin: 081507 End: 091207 Voucher Date: 071607 DTN: _______ RTA Nbr: TV06428503 Designated HQ: UT AUSTIN_____________________ Vendor ID: 2 UT EID: ae5666__ MC: 002 Name: EINSTEIN, ALBERT Traveler Type: E Title: SR SYSTEMS ANALYST_____ State VID: 24666666666 SECTIONS: _ 1 Destination Code Locale Description TXDAL I DALLAS, TX UKLON F LONDON, UK _ 2 Purpose of Travel: 03 Perform research activities. + Benefits to UT: 02 Help fulfill contract provisions. + Disposition of Duties: 01 No classes missed. + _ W Washington DC Travel: + X _ 3 Account Information No Cost to UT: _ _ 4 Define Codes (Optional) **> FINAL INBOX SELECTION <** -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/16/07 05:26 AM --

    47. Questions & Answers Q: How do I claim travel expenses for a trip that crosses fiscal years? >> Enter additional information or enter an ACTION. << *DEFINE REQUEST FOR TRAVEL AUTHORIZATION - VE5 Year 06 07 Command: VE5 Account: __________ Misc: _______________ Month: JUL ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: T0VE5970455 Action: ___ Summary: DOCUMENT IN PROGRESS______________________________ Created: 07/16/07 by ACGEM - MARTT, GARY E Format: 01___ Template: Process Date: Travel Dates: Begin: 081507 End: 091207 Voucher Date: 071607 DTN: _______ RTA Nbr: TV06428503 Designated HQ: UT AUSTIN_____________________ Vendor ID: 2 UT EID: ae5666__ MC: 002 Name: EINSTEIN, ALBERT Traveler Type: E Title: SR SYSTEMS ANALYST_____ State VID: 24666666666 SECTIONS: _ 1 Destination Code Locale Description TXDAL I DALLAS, TX UKLON F LONDON, UK _ 2 Purpose of Travel: 03 Perform research activities. + Benefits to UT: 02 Help fulfill contract provisions. + Disposition of Duties: 01 No classes missed. + _ W Washington DC Travel: + X _ 3 Account Information No Cost to UT: _ _ 4 Define Codes (Optional) **> FINAL INBOX SELECTION <** -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/16/07 05:26 AM -- Prepare separate VP5 docs for each fiscal year period (8/15 to 8/31 and then 9/1 to 9/12).