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Disbursements & Travel Services Office Travel UpdatesTravel Updates –Auto Mileage Calculation Effective January 1, 2010Effective January 1, 2010 –Auto.

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Presentation on theme: "Disbursements & Travel Services Office Travel UpdatesTravel Updates –Auto Mileage Calculation Effective January 1, 2010Effective January 1, 2010 –Auto."— Presentation transcript:

1 Disbursements & Travel Services Office Travel UpdatesTravel Updates –Auto Mileage Calculation Effective January 1, 2010Effective January 1, 2010 –Auto Mileage Rates –Travel Reimbursement Rates Per Diem RatesPer Diem Rates –Central Bill Account Travel UpdatesTravel Updates –Auto Mileage Calculation Effective January 1, 2010Effective January 1, 2010 –Auto Mileage Rates –Travel Reimbursement Rates Per Diem RatesPer Diem Rates –Central Bill Account

2 Auto Mileage Calculation Effective January 1, 2010Effective January 1, 2010 Texas Mileage Guide is no longer available on the State Comptroller's WebsiteTexas Mileage Guide is no longer available on the State Comptroller's Website State Agency must adopt an on-line mapping web site to determine mileageState Agency must adopt an on-line mapping web site to determine mileage Effective January 1, 2010Effective January 1, 2010 Texas Mileage Guide is no longer available on the State Comptroller's WebsiteTexas Mileage Guide is no longer available on the State Comptroller's Website State Agency must adopt an on-line mapping web site to determine mileageState Agency must adopt an on-line mapping web site to determine mileage

3 Mileage reimbursements for UTSA travel when an employee elects to use their personal vehicle must use one of the following methods:Mileage reimbursements for UTSA travel when an employee elects to use their personal vehicle must use one of the following methods: – –MapQuest® –Vehicle odometer reading See Financial Affairs Forms website for log:See Financial Affairs Forms website for log: –http://www.utsa.edu/financialaffairs/Forms/ Note: Increase in the number of miles incurred due to an employee receiving inadequate directions or being lost is not reimbursable, per the State Comptrollers website. Mileage reimbursements for UTSA travel when an employee elects to use their personal vehicle must use one of the following methods:Mileage reimbursements for UTSA travel when an employee elects to use their personal vehicle must use one of the following methods: – –MapQuest® –Vehicle odometer reading See Financial Affairs Forms website for log:See Financial Affairs Forms website for log: –http://www.utsa.edu/financialaffairs/Forms/ Note: Increase in the number of miles incurred due to an employee receiving inadequate directions or being lost is not reimbursable, per the State Comptrollers website. Auto Mileage Calculation

4 Automobile Mileage Rate Current rate is 50 cents per mile (as of Jan. 1, 2010)Current rate is 50 cents per mile (as of Jan. 1, 2010) 55 cents per mile (Sept. 1, 2009 – Dec. 31, 2009)55 cents per mile (Sept. 1, 2009 – Dec. 31, 2009) Note: Mileage reimbursement rate is inclusive of all expenses associated with the employee’s use of his or her vehicle, per State Comptrollers website Current rate is 50 cents per mile (as of Jan. 1, 2010)Current rate is 50 cents per mile (as of Jan. 1, 2010) 55 cents per mile (Sept. 1, 2009 – Dec. 31, 2009)55 cents per mile (Sept. 1, 2009 – Dec. 31, 2009) Note: Mileage reimbursement rate is inclusive of all expenses associated with the employee’s use of his or her vehicle, per State Comptrollers website

5 Travel Reimbursement Rates for Meals and Lodging Traveling on State funds in Texas (14 accounts)Traveling on State funds in Texas (14 accounts) –U.S. General Services Administration (GSA) Domestic Maximum Meals and Lodging Per Diem RatesDomestic Maximum Meals and Lodging Per Diem Rates –For Texas cities or counties not listed, the rates are: Lodging In-State is limited to $85Lodging In-State is limited to $85 Meals In-State is limited to $36Meals In-State is limited to $36 Travel on State funds outside of Texas (14 accounts)Travel on State funds outside of Texas (14 accounts) –Domestic Maximum Meals and Lodging Per Diem Rates –For city or counties not listed, use the rate for the nearest city or county. Traveling on State funds in Texas (14 accounts)Traveling on State funds in Texas (14 accounts) –U.S. General Services Administration (GSA) Domestic Maximum Meals and Lodging Per Diem RatesDomestic Maximum Meals and Lodging Per Diem Rates –For Texas cities or counties not listed, the rates are: Lodging In-State is limited to $85Lodging In-State is limited to $85 Meals In-State is limited to $36Meals In-State is limited to $36 Travel on State funds outside of Texas (14 accounts)Travel on State funds outside of Texas (14 accounts) –Domestic Maximum Meals and Lodging Per Diem Rates –For city or counties not listed, use the rate for the nearest city or county.

6 Travel Reimbursement Rates for Meals and Lodging (cont.) When traveling using Other Funds (all other accts)When traveling using Other Funds (all other accts) –Domestic Maximum Meals and Lodging Per Diem Rates for travel destination For areas not listed, use the rate for the nearest city or countyFor areas not listed, use the rate for the nearest city or county Maximum travel reimbursements for meals and lodging expenses will be the GSA per diem rate listed for destination city, county or $250.Maximum travel reimbursements for meals and lodging expenses will be the GSA per diem rate listed for destination city, county or $250. Exceptions must be approved by the Asst./Assoc. Dean, Dean or Asst./Assoc. VP, VP or higher prior to travel.Exceptions must be approved by the Asst./Assoc. Dean, Dean or Asst./Assoc. VP, VP or higher prior to travel. When traveling using Other Funds (all other accts)When traveling using Other Funds (all other accts) –Domestic Maximum Meals and Lodging Per Diem Rates for travel destination For areas not listed, use the rate for the nearest city or countyFor areas not listed, use the rate for the nearest city or county Maximum travel reimbursements for meals and lodging expenses will be the GSA per diem rate listed for destination city, county or $250.Maximum travel reimbursements for meals and lodging expenses will be the GSA per diem rate listed for destination city, county or $250. Exceptions must be approved by the Asst./Assoc. Dean, Dean or Asst./Assoc. VP, VP or higher prior to travel.Exceptions must be approved by the Asst./Assoc. Dean, Dean or Asst./Assoc. VP, VP or higher prior to travel.

7 Foreign Per Diem Effective for Travel Beginning January 1 st, 2010Effective for Travel Beginning January 1 st, 2010 GSA Foreign Meals and Lodging per diem rates may be used.GSA Foreign Meals and Lodging per diem rates may be used. –If the destination is not listed, per GSA, use the per diem for meals and lodging listed under “other”. –Maximum foreign travel reimbursements will be the GSA meals and lodging foreign per diem rate listed or $350 per day. –Exceptions must be approved by the Asst./Assoc. Dean, Dean or Asst./Assoc. VP, VP or higher. Effective for Travel Beginning January 1 st, 2010Effective for Travel Beginning January 1 st, 2010 GSA Foreign Meals and Lodging per diem rates may be used.GSA Foreign Meals and Lodging per diem rates may be used. –If the destination is not listed, per GSA, use the per diem for meals and lodging listed under “other”. –Maximum foreign travel reimbursements will be the GSA meals and lodging foreign per diem rate listed or $350 per day. –Exceptions must be approved by the Asst./Assoc. Dean, Dean or Asst./Assoc. VP, VP or higher.

8 Non-Foreign Overseas Per Diem Hawaii, Alaska, U.S. Territories & PossessionsHawaii, Alaska, U.S. Territories & Possessions GSA incorporates the Department of Defense per diem rates when traveling to non-foreign overseas destinationsGSA incorporates the Department of Defense per diem rates when traveling to non-foreign overseas destinations –http://www.defensetravel.dod.mil/perdiem/perdiemra tes.html tes.htmlhttp://www.defensetravel.dod.mil/perdiem/perdiemra tes.html Maximum non-foreign overseas travel reimbursements will be either the GSA meals and lodging non-foreign per diem rate listed or $350 per dayMaximum non-foreign overseas travel reimbursements will be either the GSA meals and lodging non-foreign per diem rate listed or $350 per day Hawaii, Alaska, U.S. Territories & PossessionsHawaii, Alaska, U.S. Territories & Possessions GSA incorporates the Department of Defense per diem rates when traveling to non-foreign overseas destinationsGSA incorporates the Department of Defense per diem rates when traveling to non-foreign overseas destinations –http://www.defensetravel.dod.mil/perdiem/perdiemra tes.html tes.htmlhttp://www.defensetravel.dod.mil/perdiem/perdiemra tes.html Maximum non-foreign overseas travel reimbursements will be either the GSA meals and lodging non-foreign per diem rate listed or $350 per dayMaximum non-foreign overseas travel reimbursements will be either the GSA meals and lodging non-foreign per diem rate listed or $350 per day

9 Conservation of Funds Reminder: A state agency must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is the most cost-effective considering all relevant circumstances. Texas Government Code Section A state agency must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is the most cost-effective considering all relevant circumstances. Texas Government Code Section Texas Government Code Section Texas Government Code Section Reminder: A state agency must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is the most cost-effective considering all relevant circumstances. Texas Government Code Section A state agency must minimize the amount of travel expenses reimbursed by ensuring that each travel arrangement is the most cost-effective considering all relevant circumstances. Texas Government Code Section Texas Government Code Section Texas Government Code Section

10 Central Bill Account (CBA) CBA accounts will be converted to Central Liability Individual Bill Account (CLIBA)CBA accounts will be converted to Central Liability Individual Bill Account (CLIBA) –Notifications will be sent to all current CBA cardholders within the next 3 months –Cards will no longer be issued only in Department name –Account Administrators and/or Deans/Chairs will identify individuals who will be authorized to have a card –Card limits will be issued based on departmental needs CBA accounts will be converted to Central Liability Individual Bill Account (CLIBA)CBA accounts will be converted to Central Liability Individual Bill Account (CLIBA) –Notifications will be sent to all current CBA cardholders within the next 3 months –Cards will no longer be issued only in Department name –Account Administrators and/or Deans/Chairs will identify individuals who will be authorized to have a card –Card limits will be issued based on departmental needs

11 Central Liability Individual Bill Account (CLIBA) BenefitsBenefits Individual Account Statements will reflect charges, payments and outstanding balanceIndividual Account Statements will reflect charges, payments and outstanding balance On-line reconciliation of account charges thru the JP Morgan Smart Data On Line (SDOL) systemOn-line reconciliation of account charges thru the JP Morgan Smart Data On Line (SDOL) system JP Morgan Chase will conduct training sessions for cardholdersJP Morgan Chase will conduct training sessions for cardholders Issuance of cards in Department and Individual’s Name increases internal controls; minimizes risk of fraudIssuance of cards in Department and Individual’s Name increases internal controls; minimizes risk of fraud Not credit basedNot credit based Provides for better control and monitoringProvides for better control and monitoring BenefitsBenefits Individual Account Statements will reflect charges, payments and outstanding balanceIndividual Account Statements will reflect charges, payments and outstanding balance On-line reconciliation of account charges thru the JP Morgan Smart Data On Line (SDOL) systemOn-line reconciliation of account charges thru the JP Morgan Smart Data On Line (SDOL) system JP Morgan Chase will conduct training sessions for cardholdersJP Morgan Chase will conduct training sessions for cardholders Issuance of cards in Department and Individual’s Name increases internal controls; minimizes risk of fraudIssuance of cards in Department and Individual’s Name increases internal controls; minimizes risk of fraud Not credit basedNot credit based Provides for better control and monitoringProvides for better control and monitoring

12 Coming Soon Travel Advance Card Travel Advance Card - declining balance cardTravel Advance Card - declining balance card –Benefits One Time UseOne Time Use Allows cards to be issued in lieu of carrying cashAllows cards to be issued in lieu of carrying cash Increases internal controls and minimizes risk of fraudIncreases internal controls and minimizes risk of fraud Allows for tracking of expenses with a statement similar to CLIBAAllows for tracking of expenses with a statement similar to CLIBA Process to request a card will be the same as the current Travel Advance proceduresProcess to request a card will be the same as the current Travel Advance procedures Complete details of procedures will be provided once program is launched.Complete details of procedures will be provided once program is launched. Travel Advance Card - declining balance cardTravel Advance Card - declining balance card –Benefits One Time UseOne Time Use Allows cards to be issued in lieu of carrying cashAllows cards to be issued in lieu of carrying cash Increases internal controls and minimizes risk of fraudIncreases internal controls and minimizes risk of fraud Allows for tracking of expenses with a statement similar to CLIBAAllows for tracking of expenses with a statement similar to CLIBA Process to request a card will be the same as the current Travel Advance proceduresProcess to request a card will be the same as the current Travel Advance procedures Complete details of procedures will be provided once program is launched.Complete details of procedures will be provided once program is launched.

13 Coming Soon Travel Advance Card (cont) Authorized ExpendituresAuthorized Expenditures –If a traveler is unable to prepay the following: Lodging expenses Lodging expenses Car RentalsCar Rentals –Meals –Taxis/Shuttles Flagged for International TravelFlagged for International Travel Traveler is able to reconcile advance on-line using JP Morgan SDOL system.Traveler is able to reconcile advance on-line using JP Morgan SDOL system. Authorized ExpendituresAuthorized Expenditures –If a traveler is unable to prepay the following: Lodging expenses Lodging expenses Car RentalsCar Rentals –Meals –Taxis/Shuttles Flagged for International TravelFlagged for International Travel Traveler is able to reconcile advance on-line using JP Morgan SDOL system.Traveler is able to reconcile advance on-line using JP Morgan SDOL system.


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