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Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 [email protected] or 458-4833 Presenters: Lisa Cartier 458-5915 Nora Compean 458-4831
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Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 [email protected] or 458-4833 Presenters: Lisa Cartier 458-5915.

Jan 02, 2016

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Page 1: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Electronic Travel ProcessElectronic Travel Process

Disbursements and Travel Services (DTS)

Course: DE665

[email protected] or 458-4833 Presenters: Lisa Cartier 458-5915

Nora Compean 458-4831

Disbursements and Travel Services (DTS)

Course: DE665

[email protected] or 458-4833 Presenters: Lisa Cartier 458-5915

Nora Compean 458-4831

Page 2: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Did you know that… 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.

• 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.

Page 3: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Conservation of State FundsConservation 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.

• 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.

Page 4: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

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.

Page 5: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Authority (cont’d):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.

• 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.

Page 6: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

IRS 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

• 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

Page 7: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Required Travel InformationWho, what, when, where and why?

Required Travel InformationWho, what, when, where and why?

• Traveler’s name• Destination• Dates of travel• Purpose of trip

• Traveler’s name• Destination• Dates of travel• Purpose of trip

• Disposition of duties• Account number (if cost to

UTSA)• Benefit to UTSA

• Disposition of duties• Account number (if cost to

UTSA)• Benefit to UTSA

Page 8: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

State Travel Management Program (STMP)

State Travel Management Program (STMP)

Page 9: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Lodging/Contracted Hotel Vendors

Lodging/Contracted Hotel Vendors

Page 10: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.
Page 11: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Lodging, Meals and IncidentalsLodging, Meals and Incidentals

Page 12: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Car Rental -State Contracted Vendors Car Rental -State Contracted VendorsCurrent 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

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

Page 13: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

MILEAGEMILEAGEMILEAGEMILEAGE

Page 14: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Airlines – State Contracted Vendors

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

• 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

Page 15: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

State Travel Agencies used by UTSA:State Travel Agencies used by UTSA:

Page 16: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Who is required to complete an RTA?Who is required to complete an RTA?

Page 17: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Travel Authorization (VE5)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).

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).

Page 18: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Travel ExerciseTravel 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.

• 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.

Page 19: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

The VE5 is organized in 6 parts:The VE5 is organized in 6 parts:** Refer to the VE5 Request for Travel Handout **

1.Cover Sheet

2.Destination Code

3.Purpose of Travel

4.Washington DC Travel

5.Account Information

6.Define Codes (optional)

** Refer to the VE5 Request for Travel Handout **

1.Cover Sheet

2.Destination Code

3.Purpose of Travel

4.Washington DC Travel

5.Account Information

6.Define Codes (optional)

Page 20: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Request for Travel (RTA) - VE5Request for Travel (RTA) - VE5

Page 21: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Request for Travel (RTA) - VE5Request for Travel (RTA) - VE5

Page 22: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Request for Travel (RTA) - VE5Request for Travel (RTA) - VE5

Page 23: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Request for Travel (RTA) - VE5Request for Travel (RTA) - VE5

Page 24: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Request for Travel (RTA) - VE5Request 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.

Page 25: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

VE6 (Correction of an RTA)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.

• 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.

Page 26: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

YB2 Status of DocumentsYB2 Status of Documents• If you would like to check the status of your documents, review the YB2 box.• If you would like to check the status of your documents, review the YB2 box.

Page 27: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

International SOSInternational SOS

Page 28: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

• 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

• 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

• International SOS-required

• Insurance Coverage

• Emergency Notification

• Retention of Documentation

• Checklist

• Airplane, Bus, or Train Flowchart

• Forms

• FAQs

Page 29: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Travel Advances – 2.9.2 GuidelineTravel Advances – 2.9.2 Guideline

Page 30: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Travel Advances – 2.9.2 GuidelineRequirements & Eligibility

Travel Advances – 2.9.2 GuidelineRequirements & 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

• 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

Page 31: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Travel Advances – 2.9.2 GuidelineAccounts to be charged

Travel Advances – 2.9.2 GuidelineAccounts 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.

• 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.

Page 32: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Travel Advance Request FormTravel Advance Request Form

Page 33: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.
Page 34: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Travel Advance Request Form (cont’d)

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.

• 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.

Page 35: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Travel Advances – 2.9.2 Guideline (cont’d)

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.

• 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.

Page 36: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Back-to-back TripsBack-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.

• 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.

Page 37: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

VP5 (Employee Reimbursement)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.

Page 38: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

VP5 (Employee Reimbursement)VP5 (Employee Reimbursement)

Page 39: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

VP5 (Employee Reimbursement)VP5 (Employee Reimbursement)

Page 40: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Foreign Travel InformationForeign 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.

• 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.

Page 41: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.
Page 42: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Other travel options:Other travel options:

Page 43: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.
Page 44: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

DTS NewsletterDTS Newsletter

Page 45: Electronic Travel Process Disbursements and Travel Services (DTS) Course: DE665 Disbursements.travel@utsa.edu or 458-4833 Presenters: Lisa Cartier 458-5915.

Questions?Questions?