Travel Reimbursement

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Travel Reimbursement Process (TRS) AM0574 Disbur
sements Travel Services Disbursements.travel_at_uts
a.edu or 458-4312 Presenters Diana Ollervidez
458-6915 Nora Compean
458-4831 Website http//www.utsa.edu/financialaff
airs/dts/
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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)

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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)

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Requirements

• Travel must be for official UTSA business
• Travel must be planned to achieve maximum savings
  and efficiency
• Reimbursable expenses lodging, transportation,
  MIE 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

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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

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Reimbursement Rates

• Allowable per diems are published on GSA website
  (MIE 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

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Reimbursement Rates (contd)

• 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

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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 Govt Code Section 660.003
  Travel Expenses
• 26 - Grants Contracts requires OPAA approval
• 30 - Restricted Funds requires approval from
  Accounting

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Funding Sources (contd)

• Subaccounts used
• 50-For all non-employee/non-student/participan
  t 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

10
Object Codes
11
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.

12
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

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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

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Transportation (contd)

• 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

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Transportation (contd)

• 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

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Transportation (contd)

• 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/stateCo
  ntractedVendors.htmlcarRental

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Transportation (contd)

• 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

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Transportation (contd)

• 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

19
Transportation (contd)

• 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/de
  tails.cfm?form_number133

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Transportation (contd)

• 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)

21
Transportation (contd)

• Mass Transit, Taxi or Limousine
• (include appropriate tips submit original
  receipts)
• Bus
• Taxi
• Subway
• Train
• Other (limousine, ferry, water taxi, etc.)

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Transportation (contd)

• Commercial Air
• Recommended contracted State vendors
• American Airlines www.aa.com
• JetBlue Airways www.jetblue.com

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Transportation (contd)

• UTSA recommends use of approved travel agencies
• Corporate Travel Planners http//www.utctp.com/
• Alamo Travel http//uttvl.com/home/
• Anthonys Travel
• http//www.utsa.edu/financialaffairs/dts/stateCont
  ractedVendors.htmlcarRental
• Note Use of a non UTSA approved travel agency
  must follow procurement requirements.

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Transportation (contd)

• 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?CFID1867708CFTOKEN18359097

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Transportation (contd)

• Tolls
• Reimbursable if paid by a UTSA employee on
  official UTSA business
• Original receipt not required

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Meals Incidentals (MIE)

• 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)

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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

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Lodging (contd)

• Use of State contracted hotels is recommended
  but not required
• http//portal.cpa.state.tx.us/hotel/hotel_directo
  ry/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/detail
  s.cfm?form_number56

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Lodging (contd)

• 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

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Registration Fees

• Reimbursement of conference, seminar, workshop,
  and training fees
• Registration must be associated with an RTA
• Submit original receipt as proof of payment

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Other Reimbursable Expenses

• Shipping charges
• Fees related to telephone calls
• Baggage charges
• Internet usage fees
• Business supplies/materials
• Note Original receipts must be submitted.

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Other Reimbursable Expenses (contd)

• 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

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Foreign Travel

• Use OANDAs 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/in
  ternational-sos/
• http//international.utsa.edu/images/uploads/Inter
  national20SOS20Instructions.pdf

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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_number16
• Check (picked up in person at DTS/Fiscal
  Services, mailed or send proxy)

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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/financialaffa
  irs/Forms/details.cfm?form_number14
• 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

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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 travelers reimbursement may
  result.

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How to Complete the Travel Reimbursement /
Settlement (TRS) Form
Form revised on 02/29/12
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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.
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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 (MIE) 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.
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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-of-pocket 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).
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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 (MIE)
• 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.
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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.

1. Enter the students full name. Separate multiple
   students with commas.

1. 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
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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
(MIE) and Lodging sections, within Section 3
Expenses.
Old Form
New Form
Back to Table of Contents
44
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
45
Meals (MIE) 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.

If applicable, Partial Per Diem Rate pre-fills.

1. Enter destination city, state/country.

1. Enter the GSA Per Diem Rate for the destination
   city.

1. 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
46
Meals (MIE) Section 3 Expenses
New User may enter additional destinations for
each trip.

1. Enter the department authorized lower rate, if
   applicable. The Destination Total field changes
   to reflect this amount (not the GSA Reimbursement
   Total).

1. If the trip includes multiple destinations, click
   the Add Destination button to add an additional
   row(s).

1. If applicable, click to delete row(s).

Back to beginning of section
Back to Table of Contents
47
Meals (MIE) Section 3 Expenses
New User must enter the funding source(s) for
this expense.

1. Enter the account number that will be charged for
   this expense.

MIE Total pre-fills.

1. 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
Back to Table of Contents
48
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.

1. Enter the daily/nightly room rate for the
   destination hotel.

1. Enter the hotel name and city, state/country.

1. Enter the total room charge (excluding taxes).

1. Enter the total hotel taxes.

1. If trip included multiple hotels, click the Add
   Lodging button to add an additional row(s).

Back to Table of Contents
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Lodging Section 3 Expenses
New User must enter the funding source(s) for
this expense.

1. If applicable, enter additional hotel information
   in additional row(s).

1. Enter the account number that will be charged for
   this expense.

Total Hotel cost field(s) pre-fills.

1. If this expense will be charged to multiple
   accounts, click the Add Account button. See
   Charging to Multiple Accounts for details.

LODGING TOTAL pre-fills.

1. If applicable, click to delete row(s).

Back to beginning of section
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50
Lodging Section 3 Expenses
IMPORTANT If the room rate is greater than the
GSA rate, the Room Rate Increase row appears.

1. Select the reason for requesting the higher rate.

1. If expense was paid from state funds, select
   checkbox. The State Funds Cost Itemization
   section appears.

1. Enter the total number of nights at the higher
   rate.

1. 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
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51
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.

1. Enter the starting (travel from) and ending
   (travel to) address or name.

1. Enter the total miles as listed in MapQuest.

1. If route includes a return trip that is of equal
   distance, select the checkbox.

1. Enter the account number to be charged for this
   expense.

1. Select the Add Route button to add additional
   row(s).

1. 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
52
Transportation/Other Section 3 Expenses
New Consolidated multiple expense types into one
section.

1. Select the expense type from the drop-down menu.

1. Enter the total amount.

1. Enter comments (optional).

1. Click to add an additional row(s), if applicable.
   

1. Click to delete row(s).

Back to Table of Contents
53
Transportation/Other Section 3 Expenses
New Consolidated multiple expense types into one
section.

1. Enter the account number to be charged for these
   expenses.

1. 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
54
Transportation/Other Section 3 Expenses
New Consolidated multiple expense types into one
section.

1. Enter the total amount for each expense that will
   be charged to each account.

1. Enter the account number.

1. Click to delete row(s).

IMPORTANT The TRANS/OTHER TOTAL and account
Total fields must match.
Back to beginning of section
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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.

1. Enter the total amount for each expense type to
   be charged to each account.

1. Click the Add Account button to add another
   account.

1. If an amount is entered in the Other expense
   type, then describe the expense in the Comments
   field.

1. Click to delete row(s).

Back to Table of Contents
56
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
   (VP5) processed in DEFINE.

1. 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
57
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.

1. If Check is selected, then select a delivery
   method.

1. If the traveler authorizes proxy to pick up
   check in-person on travelers behalf, then enter
   the proxys full name.

1. If in-person is selected, select the pick up
   location.

1. If mail is selected, then select check delivery
   method mailed to the travelers address on file
   (U.S. mail), or mailed to the travelers
   department (campus mail).

IMPORTANT Reimbursement checks are only mailed
to the travelers address on file (UT Direct) via
U.S. mail or to the travelers department via
campus mail.
Back to beginning of section
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58
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 UTSAs travel payment methods.

1. Enter the total amount.

1. Select the payment method from the drop-down
   menu. The applicable fields appear.

1. 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
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.

1. Click if any expenses were paid using any of
   UTSAs travel payment methods.

1. Enter the total amount.

1. Enter the requested information.

1. 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
60
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
61
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 (MIE), Lodging, Mileage,
Transportation/Other and Student Athletic/Group
Travel sections.

1. Enter the amount to be charged to the first
   account.

1. Click Add Account to split an expense between
   multiple accounts. A new account number row
   appears.

1. Enter the additional account number.

• IMPORTANT The Accounts Total field MUST equal
  the following fields
• MIE TOTAL
• LODGING TOTAL
• MILEAGE
• TRANS/OTHER TOTAL

1. Enter the amount to be charged to the additional
   account.

Back to Table of Contents
62
Questions?

• Please email the DTS inbox with questions
• Disbursement.travel_at_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