1. Disbursements & Travel Services Office Mileage/Parking Reimbursements Log Update Log Update November 2010 Mileage/Parking Reimbursements Log Update Log Update November 2010

2. Mileage Reimbursements Log - Update Effective November 1 st, 2010 All mileage reimbursements must be supported with an approved Mileage/Parking Log found on the Financial Affairs website: http://www.utsa.edu/financialaffairs/Forms/details.cf m?form_number=109All mileage reimbursements must be supported with an approved Mileage/Parking Log found on the Financial Affairs website: http://www.utsa.edu/financialaffairs/Forms/details.cf m?form_number=109 http://www.utsa.edu/financialaffairs/Forms/details.cf m?form_number=109 http://www.utsa.edu/financialaffairs/Forms/details.cf m?form_number=109 Parking may now be included on this formParking may now be included on this form Form must be approved by a department headForm must be approved by a department head Note: Department head is the individual who has authority to approve expenditures against the account used. Effective November 1 st, 2010 All mileage reimbursements must be supported with an approved Mileage/Parking Log found on the Financial Affairs website: http://www.utsa.edu/financialaffairs/Forms/details.cf m?form_number=109All mileage reimbursements must be supported with an approved Mileage/Parking Log found on the Financial Affairs website: http://www.utsa.edu/financialaffairs/Forms/details.cf m?form_number=109 http://www.utsa.edu/financialaffairs/Forms/details.cf m?form_number=109 http://www.utsa.edu/financialaffairs/Forms/details.cf m?form_number=109 Parking may now be included on this formParking may now be included on this form Form must be approved by a department headForm must be approved by a department head Note: Department head is the individual who has authority to approve expenditures against the account used.

3. Mileage Reimbursements - update Travel within local area (Bexar County)Travel within local area (Bexar County) –Mileage reimbursement is not allowed if: Employee is a Vice President or Dean orEmployee is a Vice President or Dean or Salary has been adjusted to include car allowance orSalary has been adjusted to include car allowance or Employee is receiving a car allowance or provided a car; unless authorized by the President or his designeeEmployee is receiving a car allowance or provided a car; unless authorized by the President or his designee –Mileage reimbursemnt is not for: Travel between UTSA campuses or leased facilities unless approved by the appropriate executive officer per HOP 4.28 Assignments to Downtown CampusTravel between UTSA campuses or leased facilities unless approved by the appropriate executive officer per HOP 4.28 Assignments to Downtown Campus Routine business lunches in the vicinity of the campusRoutine business lunches in the vicinity of the campus Travel within local area (Bexar County)Travel within local area (Bexar County) –Mileage reimbursement is not allowed if: Employee is a Vice President or Dean orEmployee is a Vice President or Dean or Salary has been adjusted to include car allowance orSalary has been adjusted to include car allowance or Employee is receiving a car allowance or provided a car; unless authorized by the President or his designeeEmployee is receiving a car allowance or provided a car; unless authorized by the President or his designee –Mileage reimbursemnt is not for: Travel between UTSA campuses or leased facilities unless approved by the appropriate executive officer per HOP 4.28 Assignments to Downtown CampusTravel between UTSA campuses or leased facilities unless approved by the appropriate executive officer per HOP 4.28 Assignments to Downtown Campus Routine business lunches in the vicinity of the campusRoutine business lunches in the vicinity of the campus

4. Travel within local area (Bexar County) continued:Travel within local area (Bexar County) continued: –Mileage reimbursement for official university business, including attending meetings and/or training at off-site locations may be reimbursed without a Request for Travel Advance (RTA) –Mileage/Parking reimbursements may be processed thru Fiscal Services Required documentation:Required documentation: –Approved Mileage/Parking Log Form. Present to either Fiscal Services Office (Downtown or Main Campus) Travel within local area (Bexar County) continued:Travel within local area (Bexar County) continued: –Mileage reimbursement for official university business, including attending meetings and/or training at off-site locations may be reimbursed without a Request for Travel Advance (RTA) –Mileage/Parking reimbursements may be processed thru Fiscal Services Required documentation:Required documentation: –Approved Mileage/Parking Log Form. Present to either Fiscal Services Office (Downtown or Main Campus)

5. Travel within local area (Bexar County) continuedTravel within local area (Bexar County) continued –Traveler must present photo ID at Fiscal Services –Reimbursement may not exceed the established petty cash limit of $50.00 Reasons for change in Business Process:Reasons for change in Business Process: –Expedites reimbursement to traveler –Allows for multiple trips/parking expenses to be combined into one form –Helps reduces administrative cost associated; since generally these cost are less than $25.00 Travel within local area (Bexar County) continuedTravel within local area (Bexar County) continued –Traveler must present photo ID at Fiscal Services –Reimbursement may not exceed the established petty cash limit of $50.00 Reasons for change in Business Process:Reasons for change in Business Process: –Expedites reimbursement to traveler –Allows for multiple trips/parking expenses to be combined into one form –Helps reduces administrative cost associated; since generally these cost are less than $25.00

6. Mileage Reimbursement for Travel outside of local area Bexar CountyMileage Reimbursement for Travel outside of local area Bexar County –Approved RTA is required –Allowed when cost of using traveler’s personal vehicle is the most cost effective or –Only mode of transportation –Reimbursement is processed thru the DTS - Travel Services Office via a VP2 Mileage Reimbursement for Travel outside of local area Bexar CountyMileage Reimbursement for Travel outside of local area Bexar County –Approved RTA is required –Allowed when cost of using traveler’s personal vehicle is the most cost effective or –Only mode of transportation –Reimbursement is processed thru the DTS - Travel Services Office via a VP2

7. Mileage Reimbursement for Travel outside of local area Bexar County (continued) Mileage Reimbursement for Travel outside of local area Bexar County (continued) –Route determination Reimbursable miles should be calculated using the shortest and reasonably safe route between two duty pointsReimbursable miles should be calculated using the shortest and reasonably safe route between two duty points –Mileage Calculation The State of Texas requires each agency to adopt a single on- line verification methodThe State of Texas requires each agency to adopt a single on- line verification method UTSA adopted Map Quest, as the State Comptroller's OfficeUTSA adopted Map Quest, as the State Comptroller's Office Point to point itemization - using the starting address location as the UTSA Main Campus, Downtown Campus or ITCPoint to point itemization - using the starting address location as the UTSA Main Campus, Downtown Campus or ITC Map Quest prints outs are not required to be attachedMap Quest prints outs are not required to be attached Mileage Reimbursement for Travel outside of local area Bexar County (continued) Mileage Reimbursement for Travel outside of local area Bexar County (continued) –Route determination Reimbursable miles should be calculated using the shortest and reasonably safe route between two duty pointsReimbursable miles should be calculated using the shortest and reasonably safe route between two duty points –Mileage Calculation The State of Texas requires each agency to adopt a single on- line verification methodThe State of Texas requires each agency to adopt a single on- line verification method UTSA adopted Map Quest, as the State Comptroller's OfficeUTSA adopted Map Quest, as the State Comptroller's Office Point to point itemization - using the starting address location as the UTSA Main Campus, Downtown Campus or ITCPoint to point itemization - using the starting address location as the UTSA Main Campus, Downtown Campus or ITC Map Quest prints outs are not required to be attachedMap Quest prints outs are not required to be attached

8. Mileage Reimbursement for Travel outside of local area Bexar Count y (continued)Mileage Reimbursement for Travel outside of local area Bexar Count y (continued) –Reimbursement process: Submit completed Mileage/Parking Log for Travel Reimbursements form with VP2 voucherSubmit completed Mileage/Parking Log for Travel Reimbursements form with VP2 voucher Department head’s signature must be on form certifying mileageDepartment head’s signature must be on form certifying mileage –Department head signature certifies that the mileage from point to point has been verified using MapQuest Send properly executed forms to the Disbursements & Travel Services Office for processingSend properly executed forms to the Disbursements & Travel Services Office for processing Mileage Reimbursement for Travel outside of local area Bexar Count y (continued)Mileage Reimbursement for Travel outside of local area Bexar Count y (continued) –Reimbursement process: Submit completed Mileage/Parking Log for Travel Reimbursements form with VP2 voucherSubmit completed Mileage/Parking Log for Travel Reimbursements form with VP2 voucher Department head’s signature must be on form certifying mileageDepartment head’s signature must be on form certifying mileage –Department head signature certifies that the mileage from point to point has been verified using MapQuest Send properly executed forms to the Disbursements & Travel Services Office for processingSend properly executed forms to the Disbursements & Travel Services Office for processing

9. Mileage Reimbursements Reminders: Standard Mileage Rate authorized by the State Comptrollers Office and the Internal Revenue ServiceStandard Mileage Rate authorized by the State Comptrollers Office and the Internal Revenue Service –.50¢ per mile –Rate is inclusive of all expenses associated with the employee’s use of his or her personal vehicle –Reimbursement may not exceed the product of actual number of miles traveled for business and the maximum mileage reimbursed rate per Texas Government code Section 660.042 Standard Mileage Rate authorized by the State Comptrollers Office and the Internal Revenue ServiceStandard Mileage Rate authorized by the State Comptrollers Office and the Internal Revenue Service –.50¢ per mile –Rate is inclusive of all expenses associated with the employee’s use of his or her personal vehicle –Reimbursement may not exceed the product of actual number of miles traveled for business and the maximum mileage reimbursed rate per Texas Government code Section 660.042

10. QUESTIONS ??