How to Complete the

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How to Complete the Travel Advance Request (TAR)
Form revised on 07/06/12
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Overview of Changes
Old (revised 02/17/12) New
No option to request an existing TAC be reloaded. Added field to enter the last 6-digits of the existing TAC to be reloaded in the Travel Advance Card subsection, located in Section 4 Travel Advance Payment Method.
No option to request temporary TAC activation prior to a travel departure date. Added fields to enter the begin date, end date and reason for requesting a temporary TAC activation prior to the trip departure date.
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Completing the TAR
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
• Transportation/Other
• Student Athletic/Group Travel
• Charging Multiple Accounts
• Section 4 Travel Advance Payment Method
• 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
Instructions Enter the travelers contact
information and traveler type. If requesting a
travel advance on behalf of an eligible student,
select the Student Advance Responsible Party
option and complete steps below. 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. The
   Enter student name(s) row appears.

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

TIP Click button to delete additional row(s).
TIP Click button to add more rows.
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Section 2 Trip Information
Instructions Enter the RTA number, trip
departure and return dates, business purpose for
trip and any comments, if applicable.
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Section 3 Expenses
Instructions Select the applicable expenses. If
requesting an advance for mass transit, car
rental/fuel, airfare, parking/tolls, registration
and/or other expenses, select Transportation/Other
.
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.
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Meals (MIE) Section 3 Expenses
Instructions Complete the following fields.

1. If your destination is in the U.S, including
   Alaska, Hawaii and U.S. territories and
   possessions, click checkbox.

1. Enter destination city, state/country.

If applicable, Partial Per Diem Rate pre-fills.

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.
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Meals (MIE) Section 3 Expenses
Instructions Optional - user may enter
additional destinations for each trip.

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

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Meals (MIE) Section 3 Expenses
Instructions 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.

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Lodging Section 3 Expenses
Instructions Enter the hotel name, city,
state/country and the total estimated room and
hotel tax charges and additional hotels, if
applicable.

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 total room charge (excluding taxes).

1. Enter the total hotel taxes.

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

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

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Lodging Section 3 Expenses
Instructions User must enter the funding
source(s) for this expense.

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

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.

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

LODGING TOTAL pre-fills.
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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.

1. Select the reason for requesting the higher rate.

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

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.
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Transportation/Other Section 3 Expenses
Instructions Select the applicable expense type
and enter the amount and comment, if applicable.

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).

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Transportation/Other Section 3 Expenses
Instructions Enter the funding source(s) for the
expenses.

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.

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Transportation/Other Section 3 Expenses

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.
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Student Athletics Team / Student Group
Travel Section 3 Expenses
Instructions Enter the funding source and amount
for each applicable 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).

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Section 4 Travel Advance Payment Method
New If the TAC payment method is selected, the
user may request to reload an existing TAC and/or
a temporary activation prior to the travel
departure date.
The sum of each expense type pre-fills and the
total travel advance request appears in the TOTAL
field.

1. Select the travel advance payment method.

1. If the traveler has an existing TAC, select N/A
   Reload existing TAC from the drop-down menu and
   enter the last 6-digits of the card number.

1. If the TAC requires temporary activation prior to
   the trip departure date, enter the begin date,
   end date and reason for the request.

IMPORTANT TACs are issued in whole dollars only
and are rounded up to the nearest whole dollar.
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Section 4 Travel Advance Payment Method

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

1. If check is selected, select a pick up option.

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).

REMINDER If Direct Deposit is selected, then
traveler must ensure the Direct Deposit Non
Payroll form is on file with DTS office.
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Section 5 Certification
New No changes made to this section. For
instructions, see Completing the Travel Advance
Request (TAR), a section of the Travel Advances
FMOG.
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Charging Multiple Accounts
New Users may enter split an expense between
multiple accounts by clicking on the Add Account
button, located in the Meals and Incidental
Expenses (MIE), Lodging, 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
• TRANS/OTHER TOTAL

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