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Disbursements and Travel Services Travel and Vendor Setup Reminders FAR Meeting – October 15th, 2014.

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Presentation on theme: "Disbursements and Travel Services Travel and Vendor Setup Reminders FAR Meeting – October 15th, 2014."— Presentation transcript:

1 Disbursements and Travel Services Travel and Vendor Setup Reminders FAR Meeting – October 15th, 2014

2 Travel Reminders Link Expense Reports to Travel Authorizations to properly close out travel encumbrances Create Non-PO vouchers to pay expenses charged on TAC cards (due 20 th of month) and/or upon settlement of travel expenses To finalize Travel Authorizations in UTShare/Peoplesoft, users must click SAVE button and then SUBMIT button to approve travel Full per diems are allowable for foreign travel which include Mexico and Canada Link Expense Reports to Travel Authorizations to properly close out travel encumbrances Create Non-PO vouchers to pay expenses charged on TAC cards (due 20 th of month) and/or upon settlement of travel expenses To finalize Travel Authorizations in UTShare/Peoplesoft, users must click SAVE button and then SUBMIT button to approve travel Full per diems are allowable for foreign travel which include Mexico and Canada

3 Travel Reminders (cont’d) OCONUS (Outside Contiguous United States) per diem rates updated as of October 1 st http://www.gsa.gov/portal/content/104877 http://www.gsa.gov/portal/content/104877 Blanket Travel: create travel authorization for 30 days. Travelers have 30 days upon return of trip to settle travel. Because partial payments are not available in T&E module, travel periods should be processed for no more than 30 days to expedite reimbursements to travelers. OCONUS (Outside Contiguous United States) per diem rates updated as of October 1 st http://www.gsa.gov/portal/content/104877 http://www.gsa.gov/portal/content/104877 Blanket Travel: create travel authorization for 30 days. Travelers have 30 days upon return of trip to settle travel. Because partial payments are not available in T&E module, travel periods should be processed for no more than 30 days to expedite reimbursements to travelers.

4 Vendor Setup DTS creates, approves and updates vendor profilesDTS creates, approves and updates vendor profiles Employee and individual files were not converted to UTShare/PeoplesoftEmployee and individual files were not converted to UTShare/Peoplesoft Complete SIF (Supplier Information Form) for vendor setup. SIF consolidates IRS W9 and direct deposit information.Complete SIF (Supplier Information Form) for vendor setup. SIF consolidates IRS W9 and direct deposit information. Non-Converted Vendors: DTS will setup if W9/direct deposit forms were submitted within the last yearNon-Converted Vendors: DTS will setup if W9/direct deposit forms were submitted within the last year Preferably submit SIF via campus mail (do not email)Preferably submit SIF via campus mail (do not email) Two day turnaround for processingTwo day turnaround for processing DTS creates, approves and updates vendor profilesDTS creates, approves and updates vendor profiles Employee and individual files were not converted to UTShare/PeoplesoftEmployee and individual files were not converted to UTShare/Peoplesoft Complete SIF (Supplier Information Form) for vendor setup. SIF consolidates IRS W9 and direct deposit information.Complete SIF (Supplier Information Form) for vendor setup. SIF consolidates IRS W9 and direct deposit information. Non-Converted Vendors: DTS will setup if W9/direct deposit forms were submitted within the last yearNon-Converted Vendors: DTS will setup if W9/direct deposit forms were submitted within the last year Preferably submit SIF via campus mail (do not email)Preferably submit SIF via campus mail (do not email) Two day turnaround for processingTwo day turnaround for processing

5 Upcoming Training Travel Advance Process (AM572) 10/22/14 9am-11:30amNPB1.416 11/4/149am-11:30amBV1.322DT Travel Reimbursement Process (AM574) 10/29/149am-11:30amUC2.01.26 11/11/149am-11:30amBV1.322DT Business Related Hospitality and Entertainment (AM553)Business Related Hospitality and Entertainment (AM553) 11/6/149am-11:30amBV1.322DT Travel Advance Process (AM572) 10/22/14 9am-11:30amNPB1.416 11/4/149am-11:30amBV1.322DT Travel Reimbursement Process (AM574) 10/29/149am-11:30amUC2.01.26 11/11/149am-11:30amBV1.322DT Business Related Hospitality and Entertainment (AM553)Business Related Hospitality and Entertainment (AM553) 11/6/149am-11:30amBV1.322DT

6 Upcoming Training (cont’d) CTP: Concur Online Reservations(AM577) 10/21/14 9am-10amBV1.322DT 11/18/149am-10amUC2.02.12 CTP: Travel Training for Travel Arrangers (AM577) 10/21/1410:30am-11:30amUC2.01.26 11/18/1410:30am-11:30amUC2.02.12 CTP: Concur Online Reservations(AM577) 10/21/14 9am-10amBV1.322DT 11/18/149am-10amUC2.02.12 CTP: Travel Training for Travel Arrangers (AM577) 10/21/1410:30am-11:30amUC2.01.26 11/18/1410:30am-11:30amUC2.02.12

7 Upcoming Training (cont’d) Due to low enrollment, the trainings for Processing of Travel Advances and Reimbursements (PS 204.02) will be converted to Drop-in-Labs (only applicable for dates below) Rm. NPB 1.412Due to low enrollment, the trainings for Processing of Travel Advances and Reimbursements (PS 204.02) will be converted to Drop-in-Labs (only applicable for dates below) Rm. NPB 1.412 11/13/148:30am- noon 11/20/148:30am-noon 12/11/148:30am-noon 12/18/148:30am-noon Due to low enrollment, the trainings for Processing of Travel Advances and Reimbursements (PS 204.02) will be converted to Drop-in-Labs (only applicable for dates below) Rm. NPB 1.412Due to low enrollment, the trainings for Processing of Travel Advances and Reimbursements (PS 204.02) will be converted to Drop-in-Labs (only applicable for dates below) Rm. NPB 1.412 11/13/148:30am- noon 11/20/148:30am-noon 12/11/148:30am-noon 12/18/148:30am-noon

8 Resources:Resources: Travel Advance GuidelineTravel Advance Guideline http://utsa.edu/financialaffairs/opguidelines/2.9.2.html Travel Card GuidelineTravel Card Guideline http://utsa.edu/financialaffairs/opguidelines/0111.html Travel Reimbursement GuidelineTravel Reimbursement Guideline http://www.utsa.edu/financialaffairs/opguidelines/0109.html Travel Advance GuidelineTravel Advance Guideline http://utsa.edu/financialaffairs/opguidelines/2.9.2.html Travel Card GuidelineTravel Card Guideline http://utsa.edu/financialaffairs/opguidelines/0111.html Travel Reimbursement GuidelineTravel Reimbursement Guideline http://www.utsa.edu/financialaffairs/opguidelines/0109.html

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