Travel Panel Discussion

1
Travel Panel Discussion

• July 17, 2007

2
Agenda

• 100 p.m. Introductions
• Overview of Travel Processes Travel Resources
• 130 p.m. - Common Travel Voucher Problems
• 200 p.m. - Answers to Questions Submitted in
  Advance
• 245 p.m. - BREAK
• 300 p.m. - Faculty Travel Grants
• 315 p.m. - Cash Advances
• 330 p.m. - General Discussion and Open
  Questions
• Conclusion

3
The Panel

• Leslye Allen
• Marcia Boling
• Maggie Keeshen
• Garrison Martt
• Cynthia Roberts

4
Travel Resources

• Online Help (in DEFINE)
• PF6 per screen
• ? per field
• PF10 glossary terms like Travel RTA
  Routing
• Online Help (on the Web)
• Handbook of Business Procedures
• Frequently Asked Questions
• Travel Management Services 471-6641
• Travel Services Desk 471-7821
• Office of Accounting Helpline 471-8802

5
Travel Overview

• UT business travel must have prior authorization.
• A Request for Travel Authorization (RTA) is
  required for faculty, staff, students,
  prospective employees, and nonemployees (who have
  no additional fees or honorariums).
• The RTA is the VE5 document in DEFINE. Changes
  to an approved RTA require a VE6 document.

6
Travel Overview

• The RTA must be created before any centrally
  billed transportation may be charged.
• Airfare
• Rental Car
• The RTA must also be approved before travel may
  be reimbursed to the traveler.

7
(No Transcript)
8
www.utexas.edu/services/travel
9
Travel Overview

• International Travel Assistance (International
  SOS)
• Wheres My Traveler? (UT Direct)
• Foreign Currency Exchange Rates
• Texas State Mileage Guide

10
www.utexas.edu/business/accounting/tr
11
Travel Overview

• Faculty Travel Grants are available to support
  tenured tenure-track faculty or senior
  lecturers with at least 5 years service at UT
  Austin to present their original research or
  creative effort at an appropriate organized
  conference or professional meeting.
• Applications must reach the Faculty Travel Grant
  office at least two weeks prior to the date of
  travel for processing and approvals.

12
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13
www.utexas.edu/ogs/ftg
14
Electronic Travel Documents

• VE5 Request for Travel Authorization (RTA)
• VE6 Amended RTA
• VP5 Travel Reimbursement

15
Travel Authorization

• Primary Purpose Approves absence from
  headquarters
• Routes to primary academic appointment for
  approval

16
Travel Authorization

• Secondary purpose Approves encumbrances.
• Routes to account for approval
• SPECIAL NOTE Faculty Travel Grants will never
  be encumbered!

17
Travel Authorization

• An RTA number is assigned when VE5 is created.
• Example TV06123456This number will be needed
  later to create a travel reimbursement document
  (VP5).

18
VE5 Travel Authorization

• gtgtCREATION OF DOCUMENT T0VE5970455 SUCCESSFULLY
  COMPLETED CONTINUEltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 06 07
• Command VE5 Account __________ Misc
  _______________ Month JUL
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5970455
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 07/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin ______ End ______
  Voucher Date 071607 DTN _______
• RTA Nbr TV06333333 Designated HQ UT
  AUSTIN_____________________
• Vendor ID UT EID ________ MC ___ Name
  
• Traveler Type _ Title ______________________
  _ State VID
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• _____
  
• _____
  
• _ 2 Purpose of Travel __
  
• Benefits to UT __
  
• Disposition of Duties __
  

19
VE5 Travel Authorization

• gtgt Enter additional information or enter an
  ACTION. ltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 06 07
• Command VE5 Account __________ Misc
  T0VE5970455____ Month JUL
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5970455
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 07/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 081507 End 091207
  Voucher Date 071607 DTN _______
• RTA Nbr TV06428503 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID ae5666__ MC 002 Name
  EINSTEIN, ALBERT
• Traveler Type E Title SR SYSTEMS
  ANALYST_____ State VID 24666666666
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• TXDAL I DALLAS,
  TX
• UKLON F LONDON,
  UK
• _ 2 Purpose of Travel 03 Perform
  research activities.
• Benefits to UT 02 Help fulfill
  contract provisions.
• Disposition of Duties 01 No classes
  missed.

20
VE5 Travel Authorization

• gtgt Update successful, press ENTER to return ltlt
  
• ACCOUNT INFORMATION
  
• Document ID T0VE5970455
  Section 3 of 04
• -------------------------------------------------
  --------------------------
• NO COST TO UT _
  
• 
  
• Object
  
• Account Code
  Amount
• 2075010051
  1200.00
• 1902200175 0510
  300.00
• __________
  ___________
• __________
  ___________
• __________
  ___________
• TOTAL
  1,500.00
• 
  
• 
  
• -------------------------------------------------
  --------------------------
• OPTIONAL EXPENDITURE BREAKDOWN
  

21
RTA Correction VE6

• gtgt Enter additional information or enter an
  ACTION. ltlt
• DEFINE CORRECTION DOCUMENT FOR THE
  RTA - VE6 Year 06 07
• Command VE6 Account __________ Misc
  _______________ Month JUL
• 
  
• Status -- COVER SHEET --
  Document ID ___________
• Action NEW Summary ________________________
  __________________________
• Created 07/16/07 by ACGEM -
  
• Format 01___ Template
  Process Date
• Travel Dates Begin ______ End ______
  Voucher Date ______ DTN _______
• RTA Nbr TV06333333 Designated HQ
  ______________________________
• Vendor ID UT EID ________ MC ___ Name
  
• Traveler Type _ Title ______________________
  _ State VID
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• _____
  
• _____
  
• _ 2 Purpose of Travel __
  _
• Benefits to UT __
  _
• Disposition of Duties __
  _

22
RTA Correction VE6

• gtgtCREATION OF DOCUMENT T0VE6995699 SUCCESSFULLY
  COMPLETED CONTINUEltlt
• DEFINE CORRECTION DOCUMENT FOR THE
  RTA - VE6 Year 06 07
• Command VE6 Account __________ Misc
  _______________ Month JUL
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE6555555
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 07/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 070207 End 071307
  Voucher Date 071607 DTN _______
• RTA Nbr TV06333333 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID ae5666__ MC 001 Name
  EINSTEIN, ALBERT
• Traveler Type E Title PROFESSOR_____________
  _ State VID 24666666666
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• TXDAL I DALLAS,
  TX
• UKLON F LONDON,
  UK
• _ 2 Purpose of Travel 03 Perform
  research activities. gt
• Benefits to UT 02 Help fulfill
  contract provisions. gt
• Disposition of Duties 01 No classes
  missed.

23
RTA Correction VE6

• gtgt Make updates or Press ENTER to return ltlt
  
• ACCOUNT INFORMATION - ENCUMBERED
  ACCOUNTS
• Document ID T0VE6555555
  Section 3 of 04
• --------------------------------------------------
  -------------------------
• No cost to UT _
  
• 
  
• Object Last
  Amount
• Account Code
  Transacted Amount
• 2075010051
  325.00
• 1402200075 0510
  100.00 100.00
• 1902200175 0510
  200.00 200.00
• __________
  ___________
• __________
  ___________
• 
  TOTAL 625.00
• 
  
• 
  
• --------------------------------------------------
  -------------------------
• OPTIONAL EXPENDITURE
  BREAKDOWN
• 
  

24
RTA CORRECTION VE6

• gtgt Total of amounts by account must equal
  estimated amounts. ltlt
• ACCOUNT INFORMATION - ENCUMBERED
  ACCOUNTS
• Document ID T0VE6555555
  Section 3 of 04
• --------------------------------------------------
  -------------------------
• No cost to UT _
  
• 
  
• Object Last
  Amount
• Account Code
  Transacted Amount
• 2075010051
  325.00
• 1402200075 0510
  100.00 100.00
• 1902200175 0510
  200.00 0.00
• __________
  ___________
• __________
  ___________
• 
  TOTAL 425.00
• 
  
• 
  
• --------------------------------------------------
  -------------------------
• OPTIONAL EXPENDITURE
  BREAKDOWN
• 
  

Also here.
Change Amount to 0.00 to disencumber amount.
25
RTA Correction VE6

gtgt Total of amounts by account must equal
estimated amounts. ltlt
ACCOUNT INFORMATION - ENCUMBERED ACCOUNTS
Document ID T0VE6555555
Section 3 of 04
-------------------------------------------------
-------------------------- No cost to UT _



Object Last Amount
Account
Code Transacted Amount
2075010051
325.00
1402200075 0510 100.00
100.00 1902200175
0510 200.00 0.00
__________
___________
__________
___________
TOTAL 425.00



--------------------------------------
-------------------------------------
OPTIONAL EXPENDITURE BREAKDOWN


Meals
200.00
Lodging
200.00
Transportation 200.00
Other
25.00
TOTAL 625.00
SPECIAL NOTE All outstanding encumbrances will
automatically be disencumbered 60 days beyond the
travel end date!
26
Travel Training!

• PN 512 Travel Management
• PN 513 Travel Authorizations
• PN 514 Travel Vouchers (VP5)
• Command handouts on the Office of Accounting
  Training Resources Web page
• www.utexas.edu/business/accounting/training.html

27
Current Issues

• Local State on the Same Vouchers
• It is now possible to process a VP5 travel
  reimbursement with both state and local
  disencumbrance transactions on the same document!
  
• This change was made as of August 2007.
• Duplicate RTAs
• Some users have been creating duplicate RTAs to
  work around the local and state disencumbrance
  problem.
• This should NEVER be done!

28
Current Issues

• Auto-Disencumbrances
• Travel vouchers should be processed within 60
  days of the travel end date.
• Travel encumbrances are automatically
  disencumbered after that.
• Vouchers processed close to this deadline often
  have disencumbrances which are invalidated by
  this automatic process.
• Best solution . . . Process documents sooner!

29
Recent Enhancement

• Effective June 5, 2007, a new audit has been
  implemented on the VP5 travel voucher for all
  institutions.
• VP5 travel vouchers cannot be created for
  reimbursement before a trip begins however,
  these documents can be created on or after the
  beginning travel date on an approved RTA.

30
Travel Services

• Common VP5 Problems
• Incorrect Locale Codes (Sections 1 3)
• Not separating taxes from lodging (Sections 2
  3)
• Including state sales tax with Texas hotel
  expenses (Section 2)
• Exceeding meals and/or lodging limits (Section 2)
• State local funds on the same VP5

31
Travel Services

• Common VP5 Problems
• Putting expenses in the wrong section (Sections 1
  3)
• Not separating tips from meals taxis
  (Sections 1, 2, 3)
• Claiming expenses for other people
• Omitting the travelers signature on the cover
  sheet when the traveler is a UT employee or
  prospective employee
• Leasing an apartment or house from an individual
  rather than a commercial lodging establishment

32
Questions Answers

• Q Is an RTA/VE5 required when away from one's
  office for 4 hours or more if just taking a 4
  hour course at another location on campus
  grounds? I was told that it was needed when away
  from office space for more than 4 hours (even if
  still on campus).
• A No RTA is needed when traveling around Austin
  to any UT Austin campuses. Prepare an RTA only
  when going to a UT business location outside
  Austin when you will be away from your office
  more than 4 hours.

33
Questions Answers

• Q When is the state mileage guide used instead
  of using point-to-point mileage using something
  like MapQuest?
• A For state-funded accounts, use the state
  mileage guide when both cities are listed and
  odometer readings when they are not. Use odometer
  readings for intracity travel with a mileage log
  indicating locations. MapQuest is possible for
  calculating mileage amounts only with local fund
  reimbursements.

34
Questions Answers

• Q Regarding per diem. . . if a conference only
  provides one of the 3 meals per day, do you pay
  the full per diem or require receipts for the
  other two meals and reimburse only the cost of
  the those two meals? Are charges for snacks
  allowed if the full per diem has not been met?
• A Per diem is misleading travelers must
  state the actual amount spent for meals actual
  amounts are reimbursed (without receipts) up to
  the state or local meal limit for the location,
  regardless of any meals provided at a conference,
  unless the conference meal amount is both stated
  and optional. Snacks are allowed.

35
Questions Answers

• Q Do you need receipts for tips to hotel and
  airport porters and taxi drivers?
• A No, but remember tips are never allowed on
  state funds. Tips should be identified in the
  miscellaneous section as meal tips, taxi tips,
  baggage handling tips, and can be accumulated in
  daily totals by each uniquely identified category
  (meals, taxi).

36
Questions Answers

• Q We have faculty that do clinical travel to
  area hospitals and clinics between 8 a.m. and 5
  p.m. They usually leave from their homes, travel
  to the site, and return to their homes. How is
  this supposed to be handled? What if they leave
  from their homes, travel to the clinical site,
  and return to UT School of Nursing for the rest
  of their appointed time?
• A Unlike the IRS mileage rules that use the
  first trip of the day and the last trip of the
  day as commuting trips, the State of Texas
  requires us to calculate mileage from the
  travelers UT office location to the business
  activity point. The reimbursement to the traveler
  is the lower of the mileage from home to the
  business activity point or from UT to the
  business activity point. Travel from the business
  activity point to the UT office would be
  considered commuting and not reimbursable.

37
Questions Answers

• Q I understand that pre-conference" expenses
  are not covered with state money. Are they
  covered by other accounts? Also, besides
  registration fees and hotel receipts, what
  receipts are required for reimbursements - or
  maybe a better question is, what type of expenses
  do not require receipts?
• A Conference registration can be paid directly
  to the conference host prior to the conference.
  Airfare can be centrally billed and paid directly
  to the travel agency prior to the trip. Both can
  be paid with state funds.
• Required receipts are listed at
• www.utexas.edu/business/accounting/hbp/11_trav/tr
  av5-5.html.
• No receipts are required for meals within the
  daily limits, parking, public transportation
  within a city, tips (local funds only), or tolls.

38
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39
Questions Answers

• Q If a faculty member travels with 2 assistants,
  do they all need to have a VE5? If the faculty
  member turns in her receipts following the trip
  and then says that 2 assistants went with her and
  she paid for their part of the hotel on her
  credit card, how is this handled?
• A Yes, a VE5 is needed for each person. Each
  person is reimbursed for their own expenses. No
  person can be reimbursed for the expenses of
  another person. The assistants loans from the
  faculty member cant result in the faculty
  members reimbursements of their hotel expenses.

40
Questions Answers

• Q How do we reimburse for meals when some meals
  are provided but not all of them?
• A Actual meal expenses are reimbursed up to the
  daily limit without receipts based on the
  travelers actual cost. Although the department
  may have tighter limits of reimbursements for
  specific meals, there is no general policy of a
  daily meal allowance breakdown by breakfast,
  lunch, etc.

41
Questions Answers

• Q If the hotel stay charges the greater amount
  the first day and then lowers it for each day
  after and the first day exceeds the meals and
  lodging expense for the day, such as 325 per
  day, how does the traveler get reimbursed? Do we
  justify it in the notes section and then get
  reimbursed?
• A Each daily limit stands alone. An exception to
  the daily limit can be granted only on local
  funds. Mark the exception field and provide the
  business reason for the exception to the lodging
  limit in the VP5 doc notes.

42
Questions Answers

• Q What is the best way for a traveler to get
  reimbursed if he or she is traveling for business
  and pleasure and may want to keep the rental car
  for the entire trip?
• A Divide the rental car expenses by the total
  days of the rental period and multiply the daily
  amount by the number of business days. Reimburse
  only for the business portion.

43
Questions Answers

• Q Where do I look on the travel Web site or whom
  do I contact for estimates so I can complete the
  VE5  a) air travel b) car rental or taxi and c)
  lodging?
• A Use the Travel Management Web site to review
  state-contracted airfare amounts. Generally, the
  traveler will be responsible for providing these
  estimates to you.

44
Questions Answers

• Q Our current department travel policy for
  students incorporates forms procedures that
  deal with Travel Management, Travel Accounting,
  Student Affairs, Study Abroad/International
  Office, Risk Management, U.S. State Department,
  and our own Equipment Check-Out Rules MFA
  Handbook. Are we correct in assuming it is within
  the department's authority to determine our best
  interest make these decisions without outside
  consultation? 
• A Yes.
• Q Is there someone that should review department
  policies to see if anything needs to be
  added/removed?
• A No, the deans office will provide advice to
  you for these policies.

45
Questions Answers

• Q Regarding international travel, especially to
  "questionable" parts of the world that our
  department considers a risk, are we correct in
  assuming it is within the department's authority
  to determine our best interest make these
  decisions without outside consultation?
• A At this time, UT Austin does not have a policy
  to prevent travelers from traveling to high risk
  areas. We recommend a review of the detailed
  destination information from the following
  sites 
• U.S. State Department travel advisories
  www.travel.state.gov/travel/travel_1744.html.
  Travelers will not be able to travel to
  destinations that the U.S. state department has
  restricted.
• International SOS www.utexas.edu/services/travel.
  Click Travel Planning then click International
  Travel. This is a program provided by UT System
  Risk Management. The program provides assistance
  with safety, security information, required
  immunizations and will help the traveler find
  medical assistance when he or she is in traveling.

46
Questions Answers

• Q Regarding international travel to parts of the
  world that our department considers a risk, when
  and with whom from Legal Affairs do we need to
  consult? 
• A The UT department can request advice from the
  Legal Affairs if they wish.

47
Questions Answers

• Q When a travel scholarship (SS1 document) is
  processed, are we required to have previously
  completed a VE5 pre-authorization for the
  travel? 
• A No. Scholarships are for the personal
  educational pursuit of the individual receiving
  the award. Personal travel does not require a VE5
  authorization. However, we defer to your deans
  office requirements, so prepare an RTA if you are
  instructed to do so by your deans office.

48
Questions Answers

• Q When a student has a financial bar, the bar is
  deducted from his or her SS1 but a VP5 Travel
  Reimbursement reflects no deductions. If indeed
  the SS1 is "for travel, why is "travel money"
  reallocated by accounting to cover an unrelated
  debt?
• A A VP5 would be for UT business purpose, either
  as an employee or when a student travels
  representing a UT student group so the travel is
  nontaxable and is not subject to financial bar
  deductions.
• An SS1 travel award would be for the personal
  educational pursuit of a student, and this is
  taxable income to the student. Any financial bars
  for tuition, etc. would be deducted, and this is
  the case with all scholarship payments, even
  travel awards.

49
Questions Answers

• Q How do I claim travel expenses for a trip that
  crosses fiscal years?

gtgt Enter additional information or enter an
ACTION. ltlt DEFINE
REQUEST FOR TRAVEL AUTHORIZATION - VE5
Year 06 07 Command VE5 Account
__________ Misc _______________ Month
JUL
Status
CREATED -- COVER SHEET --
Document ID T0VE5970455 Action ___
Summary DOCUMENT IN PROGRESS_____________________
_________ Created 07/16/07 by ACGEM -
MARTT, GARY E
Format 01___ Template Process
Date Travel Dates Begin
081507 End 091207 Voucher Date 071607 DTN
_______ RTA Nbr TV06428503 Designated HQ
UT AUSTIN_____________________ Vendor
ID 2 UT EID ae5666__ MC 002 Name EINSTEIN,
ALBERT Traveler Type E Title
SR SYSTEMS ANALYST_____ State VID 24666666666
SECTIONS
_ 1
Destination Code Locale
Description
TXDAL I DALLAS, TX
UKLON F
LONDON, UK _
2 Purpose of Travel 03 Perform research
activities. Benefits to
UT 02 Help fulfill contract provisions.
Disposition of Duties 01 No
classes missed. _ W
Washington DC Travel
X _ 3 Account Information
No Cost to UT _
_ 4 Define Codes (Optional)
gt FINAL INBOX
SELECTION lt
-- 0 UT Austin ------ PF1Options
------ PF8Exit ------ 7/16/07 0526 AM --
50
Questions Answers

• Q How do I claim travel expenses for a trip that
  crosses fiscal years?

gtgt Enter additional information or enter an
ACTION. ltlt DEFINE
REQUEST FOR TRAVEL AUTHORIZATION - VE5
Year 06 07 Command VE5 Account
__________ Misc _______________ Month
JUL
Status
CREATED -- COVER SHEET --
Document ID T0VE5970455 Action ___
Summary DOCUMENT IN PROGRESS_____________________
_________ Created 07/16/07 by ACGEM -
MARTT, GARY E
Format 01___ Template Process
Date Travel Dates Begin
081507 End 091207 Voucher Date 071607 DTN
_______ RTA Nbr TV06428503 Designated HQ
UT AUSTIN_____________________ Vendor
ID 2 UT EID ae5666__ MC 002 Name EINSTEIN,
ALBERT Traveler Type E Title
SR SYSTEMS ANALYST_____ State VID 24666666666
SECTIONS
_ 1
Destination Code Locale
Description
TXDAL I DALLAS, TX
UKLON F
LONDON, UK _
2 Purpose of Travel 03 Perform research
activities. Benefits to
UT 02 Help fulfill contract provisions.
Disposition of Duties 01 No
classes missed. _ W
Washington DC Travel
X _ 3 Account Information
No Cost to UT _
_ 4 Define Codes (Optional)
gt FINAL INBOX
SELECTION lt
-- 0 UT Austin ------ PF1Options
------ PF8Exit ------ 7/16/07 0526 AM --
Prepare separate VP5 docs for each fiscal year
period (8/15 to 8/31 and then 9/1 to 9/12).
51
Faculty Travel Grants

• Q What are Faculty Travel Grants (FTGs)?
• A FTGs provide airfare and registration fees for
  faculty presenting papers at conferences.
• Q How much are the awards?
• A 1,200 total for up to two trips per year.

52
Faculty Travel Grants

• Q Can Faculty Travel Grants be used for foreign
  travel?
• A Yes.
• Q If the faculty member purchased his own ticket
  for an approved trip, can he be reimbursed from a
  Faculty Travel Grant?
• A Yes.

53
Faculty Travel Grants

• Q A trip approved on a FTG was cancelled, and no
  charges were incurred. Can the faculty member use
  the funds for a different meeting?
• A Yes, as long as the use of the FTG funds was
  pre-approved for that specific meeting.

54
Faculty Travel Grants

• Q The trip is over, and the faculty member now
  wants to apply for Faculty Travel Grant funds.  
• Can they do this?
• A No, FTG funds must be pre-approved prior to
  the date of the trip.

55
Faculty Travel Grants

• Q I would like to use the FTG funds for taxis
  and hotel expenses. Can I do this?
• A No, these funds are only for the
  transportation costs to get to the city of the
  conference and registration fees. Occasionally, a
  city wont be serviced by an airport (e.g.,
  Boulder) so transportation from the airline
  destination (e.g., Denver) to the conference city
  could be paid.

56
Cash Advances

• Q Who is eligible to be issued a cash advance?
• A Any UT employee with a current appointment
  during the dates of the cash advance period.
• Q How do you request a cash advance?
• A Contact Leslye Allen for the format of a cash
  advance request letter. oa.lkallen_at_austin.utexas.e
  du

57
Cash Advances

• Q When is the reconciliation due for my cash
  advance? 
• A No longer than 30 days past the ending date of
  the activity period.
• Q What is the procedure if I dont use the
  entire advance I was given?
• A Return the excess to Leslye Allen by cash,
  check, or money order along with the
  reconciliation.

58
Cash Advances

• Q What is the procedure for being reimbursed if
  I spend more than the advance I requested?
• A Leslye Allen will prepare the additional
  reimbursement to the traveler when the
  reconciliation is submitted.
• Q When a cash advance is being requested for a
  trip, do I encumber the amount on the RTA?
• A No. Leslye Allen prepares the encumbrance when
  the advance is issued. Prepare the RTA with just
  a nominal amount (1), since an amount is
  required to complete the RTA.

59
GENERAL DISCUSSION