Travel Reimbursement Process(TRS)

AM0574Revised 07.08.13

Disbursements & Travel ServicesDisbursements.travel@utsa.edu or 458-4213

Presenters: Diana Ollervidez 458-6915 Nora Compean 458-4831

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

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• 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

• 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• 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• 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• 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)• Partial per diems (75% of full per diem) on first and last day

of travel applicable to domestic travel http://www.gsa.gov/portal/content/101518

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

1. Travel paid by an outside entity2. Emergency situation (flood, hurricane, etc.)3. Travel agency is unable to provide an

airfare within $100 of a lower fare available from an alternate provider, with apples-to-applies comparison.

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)

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’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.

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)

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• 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• 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)

• 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:

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• 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

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)

• 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’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’d)• Rental Vehicles• UT Systemwide contracted car rental agencies:

1- Enterprise Rent-A-Car2- Avis Car Rental3- Budget Car Rental4- National Car Rental5- Hertz

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

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’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’d)

• Non-reimbursable charges for Rental of Vehicles

• Failure to use the approved car rental agencies• Expenses incurred for personal use• Insurance charges (for State contracted rentals

only)• Additional driver costs (if not UTSA employee)

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’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’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’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’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)• 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• 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)• 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’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:

• 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

• 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)

• 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

• 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

• 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:• 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):

• 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

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.

How to Complete theTravel Reimbursement / Settlement (TRS) Form

Form revised on 07/08/13

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)

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’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).

Completing the Revised TRS(Rev. 04/25/13)

• 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

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

Section 1 - TravelerNew: 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.

Back to Table of Contents

1. Select Student Advance Responsible Party. A row appears.

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

3. 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.

Section 2 – Trip InformationNew: 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

Section 3 – ExpensesNew: 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

Meals (M&IE)Section 3 – Expenses

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

Back to Table of Contents

Meals (M&IE)Section 3 – Expenses

New: User may enter additional destinations for each trip.

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

Back to Table of ContentsBack to beginning of section

Meals (M&IE)Section 3 – Expenses

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.

Back to Table of ContentsBack to beginning of section

LodgingSection 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.

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

Back to Table of Contents

LodgingSection 3 – Expenses

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

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

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

10. 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.

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

Back to Table of ContentsBack to beginning of section

LodgingSection 3 – Expenses

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.

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.

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

Back to Table of Contents

Fields prefill.

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MileageSection 3 – Expenses

1. Select the date from the drop-down menu.

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.

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

3. Enter the total miles as listed in MapQuest®.

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

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6. Enter the account number to be charged for this expense.

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

7. 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.

Transportation/OtherSection 3 – Expenses

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

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).

Back to Table of Contents

Transportation/OtherSection 3 – Expenses

New: Consolidated multiple expense types into one section.

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.

Back to Table of ContentsBack to beginning of section

Transportation/OtherSection 3 – Expenses

New: Consolidated multiple expense types into one section.

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.

Back to Table of ContentsBack to beginning of section

Student Athletics Team / Student Group Travel

Section 3 – ExpensesNew: 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).

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Section 4 – SettlementNew: New section that provides the total amount to be reimbursed to the traveler, including a breakdown by expense type.

2. 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.

Back to Table of Contents

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

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

Section 4 – Settlement

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

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

5. 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).

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2. If Check is selected, then select a delivery method.

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.

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.

Back to beginning of section

Section 4 – Settlement

Back to Table of Contents

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.

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

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

3. Enter the requested information. 4. Enter the total

amount.

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

Section 4 – Settlement

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

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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.

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

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

3. Enter the requested information.

4. Enter the total amount.

Back to beginning of section

Section 5 – CertificationNew: 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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Charging Multiple AccountsNew: 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.

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

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

4. Enter the additional account number.

3. 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•MILEAGE•TRANS/OTHER TOTAL

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Questions?

Please email the DTS inbox with questions:Disbursement.travel@utsa.edu

HELPFUL LINKS:Travel Advance Guideline:http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.htmlTravel Card Guideline:http://www.utsa.edu/financialaffairs/opguidelines/0111.htmlTravel Reimbursement Guideline:http://www.utsa.edu/financialaffairs/opguidelines/0109.html