TRAVEL FORMS OCTOBER 6, 2015 Texas Woman’s University

Individual Employee Travel What forms do I need to complete?  Request for Travel Authorization (RTA)  Completed PRIOR to making travel arrangements  Must obtain appropriate signatures The traveler’s supervisor and the account approver ORSP if using a grant account The Chancellor if foreign travel (except Canada, Mexico)  Travel Voucher  Completed AFTER you return from your trip  Provides detailed breakdown of your expenses  Itemized receipts are required Meal receipts not required unless traveling out of the country  Must obtain appropriate signatures

Individual Employee Travel, con’t What must occur to process payment  There is TRAVEL money in the account  Completed RTA, travel voucher and all required receipts must be received by Procurement Services within (60) days after the last date of travel Other forms:  Mileage log – if NOT using Google maps  State Occupancy Hotel Tax Exemption  Justification of Mileage vs Airfare  Contract Travel Vendor Exceptions Form

Individual Employee Travel - Pain Points Out-dated forms Handwritten forms Incomplete forms Incorrect signatures (account approver, supervisor) Inconsistency between the RTA and Travel Voucher Any questions or concerns?

Student Travel Individual Student Travel – student traveling alone  Complete a Check Request form  Attach all receipts Student Group Travel – TWU employee traveling with a group of students  Submit a Student Group Travel Card Request Form at least 10 business days prior to the trip  Purpose of trip  People traveling  Estimated expenses  Signatures – traveler and department head  Receive a “Trip Card” to pay for expenses

Student Travel, con’t What must occur to process payment  Individual student  Appropriate signatures on the Check Request Form  All itemized receipts  Submit to Procurement Services after completion of travel  There is M&O money in the account  Submit Student name and address  Student Group Travel  Cost allocation in GCMS  Submit cost allocation (expense report) and all receipts to Procurement Services no later than 7 business days after the last day of travel

Student Travel - Pain Points Individual Student  Out-dated forms  Handwritten forms Student Group Travel  Missing receipts  Receipts don’t match the expense report  Expense report does not provide any detail (dates, destination, etc.)

Air Travel Air Card Agreement (ACA) to obtain a new Air Card for your department  Reconciler(s) must sign  Account Approver must sign PRIOR to making any travel arrangements an Air Travel Authorization (ATA) must be completed  Account Approver must sign  Traveler must sign Provide travel itinerary to the reconciler of the air card  Expenses are allocated in GCMS  Expense report and ATA are sent to Procurement Services

Air Travel – Pain Points Out-dated ATA forms Handwritten forms Incomplete forms Information entered in GCMS does not match the information on the ATA  Account number  Dates of travel  Destination  Business purpose

GCMS What is it?  Citibank’s software (Global Card Management System) Expenses placed on the Air Card and Trip Card are allocated in GCMS  Expenses are exported from GCMS and uploaded into Oracle Instructions for allocating costs is located on the Procurement Services website in the Departmental Air Card Forms and Instructions section  Bianca sends to employees getting a new card for the first time along with card set-up instructions

Questions?