Presentation Transcript

1. Travel Reimbursement Process (TRS) AM0574 Disbursements & Travel Services Disbursements.travel@utsa.edu or 458-4213 Presenters: Diana Ollervidez 458-6915 Nora Compean 458-4831 Website: http://www.utsa.edu/financialaffairs/dts/
2. 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)
3. 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)
4. 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
5. 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.
6. 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
7. 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
8. Reimbursement Rates (cont’d) Partial per diems (75% of full per diem) on first and last day of travel applicable to domestic travelhttp://www.gsa.gov/portal/content/101518
9. 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
10. 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
11. Object Codes:
12. 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.
13. 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
14. 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
15. Transportation (cont’d) Traveling within Bexar County: RTA/VE5 is not required Mileage/parking log for travel required Can be submit to Fiscal Services to process reimbursement Do not attach MapQuest printout
16. 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
17. 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/stateContractedVendors.html#carRental
18. 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
19. 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
20. 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
21. 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)
22. Transportation (cont’d) Mass Transit, Taxi or Limousine (include appropriate tips; submit original receipts) Bus Taxi Subway Train Other (limousine, ferry, water taxi, etc.)
23. Transportation (cont’d) Commercial Air Recommended contracted State vendors: American Airlines www.aa.com JetBlue Airways www.jetblue.com
24. 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/stateContractedVendors.html#carRental Note: Use of a non UTSA approved travel agency must follow procurement requirements.
25. 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/login.cfm?CFID=1867708&CFTOKEN=18359097
26. Transportation (cont’d) Tolls Reimbursable if paid by a UTSA employee on official UTSA business Original receipt not required
27. 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)
28. 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
29. 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 Present Texas Hotel Occupancy Tax Exemption Certificate when checking in http://www.utsa.edu/financialaffairs/forms/details.cfm?form_number=56
30. 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
31. Registration Fees: Reimbursement of conference, seminar, workshop, and training fees Registration must be associated with an RTA Submit original receipt as proof of payment
32. Other Reimbursable Expenses Shipping charges Fees related to telephone calls Baggage charges Internet usage fees Business supplies/materials Note: Original receipts must be submitted.
33. 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
34. 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
35. 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)
36. 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
37. 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.
38. How to Complete the Travel Reimbursement / Settlement (TRS) Form Form revised on 02/29/12
39. Overview of Changes
40. Overview of Changes (cont.)
41. Overview of Changes (cont.)
42. 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 Meals (M&IE) Lodging Mileage Transportation/Other Student Athletic/Group Travel Charging Multiple Accounts Section 4 – Settlement Section 5 - Certification TIP: Form fields that require user entry are highlighted. Fields/steps that pre-fill or contain calculations are italicized.
43. 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. Select Student Advance Responsible Party. A row appears. Enter the student’s full name. Separate multiple students with commas. 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. Back to Table of Contents
44. 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
45. 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
46. Meals (M&IE) Section 3 – Expenses New: User must complete four additional fields in this section. If your destination is in the U.S, including Alaska, Hawaii and U.S. territories and possessions, click checkbox. If applicable, Partial Per Diem Rate pre-fills. Enter destination city, state/country. Enter the GSA Per Diem Rate for the destination city. Enter the total number of business days spent at destination city. 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
47. Meals (M&IE) Section 3 – Expenses New: User may enter additional destinations for each trip. Enter the department authorized lower rate, if applicable. The Destination Total field changes to reflect this amount (not the GSA Reimbursement Total). If the trip includes multiple destinations, click the Add Destination button to add an additional row(s). If applicable, click to delete row(s). Back to beginning of section Back to Table of Contents
48. Meals (M&IE) Section 3 – Expenses New: User must enter the funding source(s) for this expense. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details. Enter the account number that will be charged for this expense. M&IE Total pre-fills. Back to beginning of section Back to Table of Contents
49. 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. Enter the GSA lodging rate for the destination city, state/country. Enter the daily/nightly room rate for the destination hotel. Enter the hotel name and city, state/country. Enter the total room charge (excluding taxes). Enter the total hotel taxes. If trip included multiple hotels, click the Add Lodging button to add an additional row(s). Back to Table of Contents
50. Lodging Section 3 – Expenses New: User must enter the funding source(s) for this expense. If applicable, enter additional hotel information in additional row(s). Total Hotel cost field(s) pre-fills. Enter the account number that will be charged for this expense. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details. If applicable, click to delete row(s). LODGING TOTAL pre-fills. Back to beginning of section Back to Table of Contents
51. Lodging Section 3 – Expenses IMPORTANT: If the room rate is greater than the GSA rate, the Room Rate Increase row appears. Select the reason for requesting the higher rate. If expense was paid from state funds, select checkbox. The State Funds Cost Itemization section appears. Enter the total number of nights at the higher rate. Select the type of cost to be avoided and the estimated cost not incurred as a result of staying at the higher rate hotel. Fields prefill. Back to beginning of section Back to Table of Contents
52. 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. Select the date from the drop-down menu. Enter the starting (travel from) and ending (travel to) address or name. Enter the total miles as listed in MapQuest®. If route includes a return trip that is of equal distance, select the checkbox. Enter the account number to be charged for this expense. Select the Add Route button to add additional row(s). 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. Back to Table of Contents
53. Transportation/Other Section 3 – Expenses New: Consolidated multiple expense types into one section. Select the expense type from the drop-down menu. Enter the total amount. Enter comments (optional). Click to add an additional row(s), if applicable. Click to delete row(s). Back to Table of Contents
54. Transportation/Other Section 3 – Expenses New: Consolidated multiple expense types into one section. Enter the account number to be charged for these expenses. 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
55. Transportation/Other Section 3 – Expenses New: Consolidated multiple expense types into one section. Enter the total amount for each expense that will be charged to each account. Enter the account number. 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
56. Student Athletics Team / Student Group Travel Section 3 – Expenses New: Expenses are grouped by funding source and expense type. Enter the account number to be charged for each expense type. Enter the total amount for each expense type to be charged to each account. If an amount is entered in the Other expense type, then describe the expense in the Comments field. Click the Add Account button to add another account. Click to delete row(s). Back to Table of Contents
57. 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. If funds are owed to the traveler, enter the document ID number for the Travel Payment Voucher (VP5) processed in DEFINE. 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
58. 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. If Check is selected, then select a delivery method. If the traveler authorizes proxy to pick up check in-person on traveler’s behalf, then enter the proxy’s full name. If in-person is selected, select the pick up location. 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
59. 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. Select checkbox if any expenses were paid using any of UTSA’s travel payment methods. Enter the total amount. Select the payment method from the drop-down menu. The applicable fields appear. Enter the requested information. 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
60. 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. Click if any expenses were paid using any of UTSA’s travel payment methods. Enter the total amount. Enter the requested information. Select the payment method from the drop-down menu. The applicable fields appear. 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
61. 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
62. 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. Click Add Account to split an expense between multiple accounts. A new account number row appears. Enter the amount to be charged to the first account. Enter the additional account number. IMPORTANT: The Accounts Total field MUST equal the following fields: M&IE TOTAL LODGING TOTAL MILEAGE TRANS/OTHER TOTAL Enter the amount to be charged to the additional account. Back to Table of Contents
63. 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