Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 [email protected] or 458-4833 Presenters: Lisa Cartier 458-5915 Nora Compean 458-4831 Did you know that… • The University of Texas at San Antonio is a public institution, all expense records, regardless of fund source, are open to the public under the federal Freedom of Information Act. Travel expenses must be reasonable and necessary to accomplish the University’s mission. Conservation of State Funds • A state agency must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is most cost-effective considering all relevant circumstances (Tex Gov’t Code Sec. 660.007.). • A state agency may reimburse a travel expense only if the purpose of the travel clearly involves official state business and is consistent with the agency’s legal authority. • Some exceptions may apply when paying travel expenditures with other local and grant funds. Authority: The rules and regulations covering travel reimbursement come from several sources. The University of Texas is governed by the State of Texas Travel Regulations Act, the General Appropriations Act, Rules and Regulations of the University of Texas System Board of Regents, and official interpretations of the Travel Act as made by the State Comptroller of Public Accounts. Authority (cont’d): • Board of Regents’ Rules and Regulations, Rule 20801 requires institutions to issue travel regulations. • The Internal Revenue Service regulations (IRC§162 and various rules) stipulate travel expenditures be treated as non-taxable reimbursements: Accountable Plan. IRS Accountable Plan: • Travel must have a business connection • Travel expenditures must be substantiated • Travel expenditures must be accounted for within 30 days after travel has taken place • Advances paid in excess must be returned to UTSA within 30 days after completion of travel Required Travel Information Who, what, when, where and why? • • • • Traveler’s name Destination Dates of travel Purpose of trip • Disposition of duties • Account number (if cost to UTSA) • Benefit to UTSA State Travel Management Program (STMP) As part of the STMP, Texas Procurement and Support Services (TPASS) staff negotiate and administer statewide contracts with travel suppliers including travel card systems, airlines, rental car companies, lodging providers, and travel agencies. Lodging/Contracted Hotel Vendors • There are many contracted hotel vendors to choose from around the country. Typically vendors will honor the State rates published on the GSA website. • In the event a non-contracted vendor is utilized, then the rates may be higher. These higher rates may lead to a Lodging Rate Increase Form being required. Hotel Directory on the State Comptroller’s website: Lodging Rate Increase Form: Used to request a lodging rate that exceeds the GSA per diem rate for domestic or international overnight travel. Lodging, Meals and Incidentals • Go to GSA (General Services Administration) for per diem rates at • For partial days, utilize the Meals & Incidental Expenses (M&IE) breakdown • Reimbursement on meals require an overnight stay Car Rental -State Contracted Vendors Current State Awarded Vendors for the period of: 03/31/04 – 11/30/10 ** State will be issuing an RFP soon – will communicate updates ** • Enterprise (can be direct billed (see contact below) or reservations can be made via the phone/online) – State of Texas contact is John Hampton: [email protected] or 866-398-5080 • Avis (can be direct billed (see contact below) or reservations can be made via the phone/online) – State of Texas contact is Holly Ferguson: [email protected] or 800-525-7521 x 31695 MILEAGE • Current reimbursable mileage rate: 50 cents per mile if using personal vehicle from pointto-point • Mileage will be reimbursed at the lowest cost to the State • Note: An increase in the number of miles incurred due to an employee receiving inadequate directions or being lost is not reimbursable. Airlines – State Contracted Vendors • Contracted terms 06/01/08 – 03/31/11 – Given that American, Continental and Southwest bid on the federal travel contract, it is possible that the State will decide to issue an RFP, but stay tuned. – Current vendors: • American Airlines • JetBlue Airways State Travel Agencies used by UTSA: 1. Corporate Travel (210) 366-1142 2. Alamo Travel (210) 593-5585 and 866-963-6057 3. Anthony Travel 800-736-6377 or (214) 363-2453 Who is required to complete an RTA? Travel Authorization (VE5) What is an Request for Travel Authorization (RTA) or VE5? Required for any business absence from campus or other designated headquarters. during the normal working period whether or not there is a cost to UTSA Approved by traveler’s director or supervisor (see travel management office website). Travel Exercise • Cheryl Gay drove to Tulsa, Oklahoma to attend a professional development conference for a 3 day workshop. The speaker was Dr. Smith. The agenda stated the workshop dates were from September 2nd-4th, 2010 from 8am to 5pm. Sonya reserved a rental vehicle from Enterprise. Elena took care of Cheryl’s hotel accommodations at the Holiday Inn = 3 nights. Cheryl picked up the car at Enterprise on 09/1/10 at 1pm. Cheryl arrived in Tulsa at 10pm. On 09/04/10 Cheryl left Tulsa at 2pm and arrived in SA at 11pm. Cheryl dropped off the rental the next morning. Cheryl pumped gas of $150 while on travel status. The VE5 is organized in 6 parts: ** Refer to the VE5 Request for Travel Handout ** 1. 2. 3. 4. 5. 6. Cover Sheet Destination Code Purpose of Travel Washington DC Travel Account Information Define Codes (optional) Request for Travel (RTA) - VE5 Request for Travel (RTA) - VE5 Request for Travel (RTA) - VE5 Request for Travel (RTA) - VE5 Request for Travel (RTA) - VE5 The above would be an estimated cost of the trip – remember to enter an approximate, realistic cost. For purposes of the training, “no cost to UT” will be selected. VE6 (Correction of an RTA) • • Changes need to be made to the RTA – require a VE6 (i.e. trip cancelled, dates of travel changes, name of traveler changes, etc.) Ensure that the most recent VE6 has been final approved, prior to reimbursement on a VP5. YB2 Status of Documents • If you would like to check the status of your documents, review the YB2 box. International SOS • Registration is required for all university members traveling abroad via • If a State contracted vendor is not used for travel arrangements, then the traveler is required to directly register with International SOS on their own prior to departure. • Ensure that during the DEFINE approval process, notes are entered within the document noting the confirmation of the International SOS registration. Student Travel For further information please visit: • Student Travel Policies • Student Travel Authorization Requests • Release and Indemnification Agreement for Participant • Use of Rental Vehicle • Motor Vehicle Record Check • Driver Training and Test • • • • • • International SOS-required Insurance Coverage Emergency Notification Retention of Documentation Checklist Airplane, Bus, or Train Flowchart • Forms • FAQs Travel Advances – 2.9.2 Guideline • Purpose/Scope The University of Texas at San Antonio may advance funds to minimize financial hardship for employees or students traveling on official UTSA business. • A Request Travel Authorization (RTA) is required. – A budget will also be required to support the advance, where appropriate. Travel Advances – 2.9.2 Guideline Requirements & Eligibility • Program designed for infrequent travelers (domestic/foreign travel) • Program designed for travelers that DO NOT have a travel card • Program designed to pay for travel expenses that are NOT directly billed to UTSA • THOSE NOT eligible to receive a travel advance – prospective employees and students Travel Advances – 2.9.2 Guideline Accounts to be charged • Costs to be expensed as follows: – 26 accounts require Office of Sponsored Programs (OSP)’s approval 1st prior to DTS. – For State Funds (14) accounts, only advances for meals and lodging may be allowed per Texas Code Section 660.003. – Eligible Subaccount numbers for travel costs: • -68: For all student athlete recruitment travel. • -75: For all non-student domestic travel. • -76: For all non-student international (foreign) travel. • -77: For all student non-athletic team travel. • -78: For all student athletic team travel. – Travel advances are not allowed from a 36-Plant account. Travel Advance Request Form • Must be submitted 10 business days prior to the travels departure date for processing. • A Request Travel Authorization (RTA – VE5) with proper approval signatures is also required in order to receive a travel advance. • This Travel Advance Form can be found on the Financial Affairs website Travel Advance Request Form (cont’d) • Certification: Must be signed by an authorized signer on the account. – Travel advances in excess of $10,000 require additional approval from a Vice President, Dean, Associate/Assistant Dean or Associate/Assistant Vice President. – The traveler’s immediate supervisor must sign if the traveler is also the account administrator. Travel Advances – 2.9.2 Guideline (cont’d) • Settlement – Submit all documentation including a properly executed Local Funds Voucher (will be renamed Travel Reimbursements Form later). – Will need all pertinent data if returning funds. – When advances are not settled within 30 days of the return date, then a report will be provided to the respective VP and the advance may have to be reported as income and subject to payroll withholding. – Ensure that an outstanding travel advance is settled prior to being authorized for another travel advance. Back-to-back Trips • If there is a short period of time between trips (2-3 days), then one RTA is required and you may request one travel advance to cover both trips. • You must clear the first cash advance before receiving a second cash advance. VP5 (Employee Reimbursement) The Electronic Travel Voucher (VP5) is used to reimburse employees for out of pocket business travel expenses, and to provide accounting of those expenses. VP5 (Employee Reimbursement) VP5 (Employee Reimbursement) Foreign Travel Information • All original receipts must be attached. • All receipts must have the conversion rates for purchases (typically calculated using the OANDA site, but a statement from a credit card, bank or the slip used to convert funds can be utilized) . • Worksheet is provided on OANDA website. • Meal receipts are required. • A budget is required if an advance is requested for foreign travel. Other travel options: • CBA Card (Central Billed Account) –due to the State’s recent announcement of the charge card program being awarded to Citibank, the DTS office has begun to limit cards due to the pending conversion. • IBA (Individually Billed Card) or Employee Travel Card • Direct Bill For travel questions please email or call ext. 4213 - Disbursements ext. 4833 - Travel DTS Newsletter Questions?