Travel Reimbursement Process (TRS) AM 0574 Disbursements & Travel Services Disbursements. travel@utsa. edu or 458 -4312 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 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)
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/VE 5) • Funding must be available for estimated expenses
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
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 OPAA approval • 30 - Restricted Funds: requires approval from Accounting
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 (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 as per HOP 4. 28 Assignments to Downtown Campus or routine lunches within Bexar County
Transportation (cont’d) • Traveling within Bexar County: • RTA/VE 5 is not required • Mileage/parking log for travel required • Can be submit to Fiscal Services to process reimbursement • Do not attach Map. Quest printout
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 • UTSA recommends use of State Contracted Vendors (but is not required): 1 - Enterprise Rent-A-Car 2 - Avis Car Rental 3 - Budget Car Rental 4 - National Car Rental http: //www. utsa. edu/financialaffairs/dts/state. Contracted. Vendors. html#car. Rental
Transportation (cont’d) • State Contracted vendors offer different “Preferred Services” programs to travelers: • Avis Preferred Services • Budget Fast Break • National Emerald Club Note: See DTS website for enrollment details
Transportation (cont’d): • Notate in comments section of TRS form the reason a State Vendor was not utilized: • • • Contractor not available Contractor sold out Lower total cost using non-contracted vendor
Transportation (cont’d) Reimbursable Expenses on rental vehicles: • Applicable taxes • GPS Navigation System charges • Gas fill-up service • 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 • 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 • Recommended contracted State vendors: • American Airlines www. aa. com • Jet. Blue Airways www. jetblue. com
Transportation (cont’d) • UTSA recommends use of approved travel agencies • Corporate Travel Planners http: //www. utctp. com/ • Alamo Travel http: //uttvl. com/home/ • Anthony’s Travel http: //www. utsa. edu/financialaffairs/dts/state. Contracted. Vendors. html#car. Rental Note: Use of a non UTSA approved travel agency must follow procurement requirements.
Transportation (cont’d) Benefits in using State and UTSA 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. cfm? CFID=1867708&CFTOKEN=18359097
Transportation (cont’d) • Tolls • Reimbursable if paid by a UTSA employee on official UTSA business • Original receipt not required
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
Lodging (cont’d) • Use of State contracted hotels is recommended but not required http: //portal. cpa. state. tx. us/hotel_directory/index. cfm • Shared lodging: each traveler is reimbursed for their share of the lodging expense • Present Texas Hotel Occupancy Tax Exemption Certificate when checking in http: //www. utsa. edu/financialaffairs/forms/details. cfm? form_n umber=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 • 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
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%20 SOS%20 Instructions. pdf
Travel Reimbursement Settlement: • Process VP 5 or VP 2 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 • Include DTN field: e. g. TA 4321 (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 • OPAA 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 the Travel Reimbursement / Settlement (TRS) Form revised on 02/29/12
Overview of Changes Old (revised 12/15/11) New Reset button does not clear form fields. Reset button clears all form fields and reverts form back to original state. Enter up to four destinations/rows. Add an unlimited number of destinations/rows for each expense type. Each section must be completed in sequential order. 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. User must delete all numeric fields, even if section is de-selected or unchecked (i. e. hidden) to be excluded from all calculations. All numeric fields are deleted once row is deleted and/or section is unchecked (i. e. hidden) and are not included in any calculations. Enter funding source and object code for each expense type in Section 3 – Account(s) To Be Charged. Deleted Section 3 -Account(s) To Be Charged. Funding source is recorded within each expense category (Section 3 – Expenses). Object codes not required.
Overview of Changes (cont. ) Old (revised 12/15/11) New Student not eligible for travel advance. Student Advance Responsible Party submits travel reimbursement on behalf of eligible student. Users must list the destination within Section 2 – Trip Information and are limited to four destinations. Destinations are entered in the Meals (M&IE) and Lodging sections and users may enter an unlimited number of destinations. Users must select checkbox when daily hotel room rate is greater than the GSA per diem rate (Lodging Section). 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. Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expenses completed separately. Consolidated into one expense type called ‘Transportation/Other’. Enter total miles for each route in the Mileage section. Users may select the Roundtrip checkbox if route includes a return trip that is of equal distance.
Overview of Changes (cont. ) Old (revised 12/15/11) New Expenses subtotal field includes the sum of all expenses. New 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-ofpocket expenses) that deducts from the total amount owed to the traveler. If funds are owed to traveler, traveler may elect to pickup check in-person at DTS office or enter a mailing address. 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. 02/29/12) You may continue to the next slide, or click on a section below for instructions specific to that section. • Section 1 – Traveler • Section 2 – Trip Information • Section 3 – Expenses TIP: Form fields that require user entry are highlighted. Fields/steps that pre-fill or contain • Meals (M&IE) calculations are italicized. • Lodging • Mileage • Transportation/Other • Student Athletic/Group Travel • Charging Multiple Accounts • Section 4 – Settlement • Section 5 - Certification
Section 1 - Traveler New: 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. 1. Select Student Advance Responsible Party. A row appears. TIP: Click button to delete additional row(s). 2. Enter the student’s full name. Separate multiple students with commas. 3. Click button to add more rows. TIP: Add Student Name(s) button appears only when Student Advance Responsible Party option is selected. Back to Table of Contents
Section 2 – Trip Information New: 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. Old Form New Form Back to Table of Contents
Section 3 – Expenses New: Consolidated the Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types into one category called Transportation/Other. Old Form New Form 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. 1. If your destination is in the U. S, including Alaska, Hawaii and U. S. territories and possessions, click checkbox. 3. Enter the GSA Per Diem Rate for the destination city. 2. Enter destination city, state/country. 4. Enter the total number of business days spent at destination city. If applicable, Partial Per Diem Rate pre-fills. GSA Advance Total pre-fills 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. 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 beginning of section Back to Table of Contents
Meals (M&IE) Section 3 – Expenses New: User must enter the funding source(s) for this expense. 6. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details. Back to beginning of section 5. Enter the account number that will be charged for this expense. M&IE Total prefills. Back to Table of Contents
Lodging Section 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
Lodging Section 3 – Expenses New: User must enter the funding source(s) for this expense. 7. If applicable, enter additional hotel information in additional row(s). 9. If applicable, click to delete 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. Back to beginning of section Total Hotel cost field(s) pre-fills. LODGING TOTAL pre-fills. Back to Table of Contents
Lodging Section 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. 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. Back to beginning of section 2. Select the reason for requesting the higher rate. 3. If expense was paid from state funds, select checkbox. The State Funds Cost Itemization section appears. Fields prefill. Back to Table of Contents
Mileage Section 3 – Expenses 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. 1. Select the date from the drop-down menu. 2. Enter the starting (travel from) and ending (travel to) address or name. 3. Enter the total miles as listed in Map. Quest®. 6. Enter the account number to be charged for this expense. 7. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details. 4. If route includes a return trip that is of equal distance, select the checkbox. 5. Select the Add Route button to additional row(s). IMPORTANT: The Total Miles field automatically rounds to the nearest tenth to accommodate the mileage format in DEFINE. Back to Table of Contents
Transportation/Other Section 3 – Expenses New: Consolidated multiple expense types into one section. 1. Select the expense type from the drop-down menu. 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/Other Section 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 beginning of section Back to Table of Contents
Transportation/Other Section 3 – Expenses New: Consolidated multiple expense types into one section. 8. Enter the account number. 9. Enter the total amount for each expense that will be charged to each account. 10. Click to delete row(s). IMPORTANT: The TRANS/OTHER TOTAL and account Total fields must match. Back to beginning of section Back to Table of Contents
Student Athletics Team / Student Group Travel Section 3 – Expenses New: Expenses are grouped by funding source and expense type. 1. Enter the account number to be charged for each expense type. 4. Click to delete row(s). 2. Enter the total amount for each expense type to be charged to each account. 5. If an amount is entered in the Other expense type, then describe the expense in the Comments field. 3. Click the Add Account button to add another account. Back to Table of Contents
Section 4 – Settlement New: New section that provides the total amount to be reimbursed to the traveler, including a breakdown by expense type. 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 (VP 5) processed in DEFINE. 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
Section 4 – Settlement 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. 2. If Check is selected, then select a delivery method. 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). 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 Back to Table of Contents
Section 4 – Settlement 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. 1. Select checkbox if any expenses were paid using any of UTSA’s travel payment methods. 2. Select the payment method from the drop-down menu. The applicable fields appear. 3. Enter the requested information. 4. Enter the total amount. IMPORTANT: The amount entered is subtracted from the TRIP TOTAL field and the result appears in the Amount Owed to Traveler field. Back to beginning of section Back to Table of Contents
Section 4 – Settlement 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. 1. Click if any expenses were paid using any of UTSA’s travel payment methods. 4. Enter the total amount. 3. Enter the requested information. 2. Select the payment method from the drop-down menu. The applicable fields appear. Back to beginning of section IMPORTANT: The amount entered is subtracted from the TRIP TOTAL field and the result appears in the Amount Owed to Traveler field. Back to Table of Contents
Section 5 – Certification New: No changes made to this section. For instructions, see Completing the Travel Reimbursement/Settlement (TRS) Form, a section of the Travel Advances FMOG. Back to Table of Contents
Charging Multiple Accounts New: 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. 1. Click Add Account to split an expense between multiple accounts. A new account number row appears. IMPORTANT: The Accounts Total field MUST equal the following fields: • M&IE TOTAL • LODGING TOTAL • MILEAGE • TRANS/OTHER TOTAL 2. Enter the amount to be charged to the first account. 4. Enter the additional account number. 3. Enter the amount to be charged to the additional account. Back to Table of Contents
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. html Travel Card Guideline: http: //www. utsa. edu/financialaffairs/opguidelines/0111. html Travel Reimbursement Guideline: http: //www. utsa. edu/financialaffairs/opguidelines/0109. html
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