Travel Forms Training

1. Travel Forms Training New Forms Overview

2. Definitions • IBT- Individually Billed Travel Card- issued by the State of Texas through Citibank. The IBT card is the preferred method of payment for employee’s business related travel expenses. • Advance Travel Form - Advance notice is not required for submission to the BSC unless advance services are requested.

3. Helpful Hints • An IBT should be utilized for pre-trip expenses. Reimbursement to the traveler prior to the trip is allowable for any incurred expenses (such as airfare and hotel deposits). Reimbursement will be made through submission of a travel voucher and a copy of the paid receipts (just as with any other voucher submitted for processing). Once the trip is over, a travel voucher will need to be submitted for the expenses incurred on the trip. • When an IBT is used, an Advance Travel Form is not needed. The only time the Travel area needs advance documentation is if the traveler is requesting advance services. This form may be used at the department level for approvals prior to purchase, but Travel does not need a copy.

4. Helpful Hints-Continued • Please do not use a voucher that has been saved to your computer. This Travel Voucher is a Microsoft Excel form that contains several formulas and hyperlinks. If you are not using an up to date version, the reimbursement will not calculate correctly. Return to the online form each time you need to complete a voucher. Set it as a favorite in your internet browser for one-click access! • Supporting documentation is needed with all reimbursements: • All receipts showing proof of payment

5. Great Features of the New Forms • All forms are self contained into one excel format: • Data populates to all forms. For example: when you enter the Traveler’s name on the Advance Travel Form it will transfer over to the voucher as well. • All UNT institutions will be using the same forms. The Power of Attorney form and the Employee/Employer Agreement will no longer be needed. • For digital signatures, save forms in a .pdfformat and route.

6. Advance Travel Form

7. Advance Travel Form Crucial Fields • Business Unit- • Traveler Name- • Purpose of Trip- • Destination- • Trip Dates- • DeptID/ProjID-

8. Requesting Advance Services The advance form does not need to be turned into Travel if advance services are not requested. The estimated amount is to assist with DeptID holder approval for the trip. The advance total will not always be the same as the estimated amount. Only employees who have applied for and been denied an Individual Corporate Travel Card (IBT) are eligible for Advance Services.

9. The NEW Travel Voucher This form should be completed and submitted to travelvouchers@untsystem.edu at the conclusion of the trip to request reimbursement. It should be accompanied by all receipts/backup documentationthat support the expenses.

10. Start by checking the box indicating which institution the travel will be funded by. Enter the traveler’s name. Please do not use nicknames. If the traveler is an employee, please type the name exactly as it appears in EIS. Enter the traveler’s mailing address and job title. If the traveler is an employee, make sure to enter the mailing address exactly as it appears in EIS.

11. Enter the traveler’s headquarters. This is the location in which the traveler reports to on a daily bases. Enter the date of departure and the date of return in the “Trip dates” cells. The data from these fields calculates the correct mileage rate as well. Enter the destination for the trip- a city and state. If you choose Team Travel, be sure to complete the Team Travel Roster. Access that portion of the voucher by clicking that tab in the bottom of the Excel window. NOTE: “Team Travel” is defined as travel involving at least one student and at least one full-time, benefits-eligible faculty or staff member.

12. Enter your name in the “Prepared by” . Enter the date the Travel Voucher is being completed. Enter your office phone extension. This is helpful when additional assistance is needed when processing for payment. Choose how the payment is to be delivered to the traveler by using the drop down menu. It is important that the travelers mailing address is correct on the Human Resource record when choosing the mailing option. If the traveler has been set up for Electronic Funds Transfer (“EFT”) payments through Procurement Services you may skip this step. The payment will be made electronically no matter which option is chosen for check routing. The EFT application can be found on the bsc.untsystem.edu website. (This is a different system than Payroll EFT and must be set up separately.)

13. Enter the numbers of the funding sources (DeptID’s and/or ProjID’s) that will fund the expenses for this trip. • NOTES: • You may enter up to three, but at least one funding source is required for processing. • You may split the same expense among multiple funding sources. • Please be mindful when using ProjID’s (“Grants”) and/or If you plan to use a state-funded DeptID on the Travel Voucher, this may require additional approval. • Expenses that should be listed in the “Items to be reimbursed” section include: • Any approved expense for which the traveler used personal funds and wishes to be reimbursed. • Also need to include any advance funds that were paid by the Travel section. • Expenses that should NOTbe listed in the “Items to be reimbursed” section include: • Any expense paid prior to the trip. If you have already been reimbursed for your airfare, for example, do not list it again once you have returned from the trip. • Any expense paid by departmental Purchasing Card. • Any expense paid by an eProcurement requisition/Purchase Order. • Any expenses paid for through CTP such as airfare, lodging deposit or car rental through Enterprise/National.

14. Less Advance Received: This field is where you enter the advance amount provided by NOTES: To ensure that the traveler’s reimbursement calculates correctly, include the total advance services paid by Travel. Each advance purchased by the Travel Team should also be listed in the appropriate areas of the “items to be reimbursed/expensed” section as a record of the expense. LIMIT: Reduce total by this amount: If you wish to limit the total reimbursement due to the traveler from this DeptID/ProjID, enter the amount by which the total should be reduced in these cells. Total Reimbursement Due Traveler: These amounts calculate automatically. The amounts displayed in “Total Reimbursement Due Traveler” are the differences between the amounts in the “Total Travel Expenses” and “Less Advance Received” cells. The total of all three cells in this area should represent the amount of the reimbursement to the employee, assuming all listed expenses are approved by the required parties, and are accurate and compliant with guidelines and policies. NOTES: If the amounts in these cells are noted with parentheses, they should be read as negative numbers. This means the traveler owes money (typically for unused advances). The traveler should submit the Travel Voucher to travelvouchers@untsystem.eduand return the money as cash, check or money order to the cashier’s area of the UNT Student Accounting office on or the HSC Cashier’s office.

15. In the “Purpose of Travel” cell, enter reason for the trip as it relates to University business. In the “Duties Performed” area, record a summary of the traveler’s activities and the date(s) on which they occurred. If more room is needed, click one of the “Continuation sheet” tabs at the bottom of the Excel screen. Enter the additional information in the “Record of Transportation and Duties Performed” areas on those pages just as you did on the main page of the Travel Voucher. NOTE: If the traveler performed the same duties on consecutive days, you may put a date range in the “Date” column rather than duplicating the same entry multiple times.

16. in the “Mileage” column, record any mileage for which the traveler requests reimbursement on the same line as the date on which the mileage occurred. It will then automatically populate on the left side of the form.

17. Meals:Begin by entering each date of travel in the column labeled “Date(s).” If more room is needed, click one of the “Continuation sheet” tabs at the bottom of the Excel screen. Enter the additional information on the left side of the continuation sheet just as you did on the main page of the Travel Voucher. • Lodging:Enter the actual lodging expenses for each day in the corresponding cell of the column marked “Lodging.” Include any hotel related fees or taxes (except Texas State Occupancy Tax) along with the other hotel charges in this cell. • If more room is needed, click one of the “Continuation sheet” tabs at the bottom of the Excel screen. Enter the additional information on the left side of the continuation sheet just as you did on the main page of the Travel Voucher. • Don’t forget to submit all the meal and lodging receipts with the Travel Voucher. • All theses calculations will move over to the “ITEMS EXPENSED” columns on the left hand side automatically.

18. Required Signatures: Traveler Signature: By signing, the traveler certifies that all expenses and other information on the voucher are a true and correct record of the trip. 1stDeptID/ProjID holder Signature: By signing, the DeptID/ProjID holder for the first fund listed on the Travel Voucher approves all expenses listed for that fund. Additional Signatures-Needed only when applicable: 2nd DeptID/ProjID holder Signature: By signing, the DeptID/ProjID holder for the second fund listed on the Travel Voucher approves all expenses listed for that fund. Required: Only when there is a second fund listed on the Travel Voucher. Supervisor Signature: The Supervisor signature is not required by the BSC. However a signature block for a Supervisor and/or other required departmental signature has been provided for internal use as needed. NCAA Compliance Officer Signature: By signing, the NCAA Compliance Officer for the Athletics Department certifies that all expenses listed on the Travel Voucher comply with NCAA rules and regulations. Required: Only on certain Athletic team and recruiting Travel Vouchers. Athletic department employees should check with their departmental compliance support staff for more information regarding when this signature is required.