DISBURSEMENTS AND TRAVEL SERVICES (DTS) & PROCARD/TRAVEL CARD ADMINISTRATION (PTCA) Critical Yearend Deadlines FAR 08/12/14

Critical Disbursements and Travel Services Deadlines August 15Departments must submit ALL vouchers from September - July (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM August 15PBO – last day for departments to final approve August 18Departments must submit ALL vouchers from August 1 st -15 th, (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM August 22Departments must submit ALL vouchers, manual or electronic, for any expenses incurred from August 16 th to August 21 st to the DTS office by 5PM. August 22Vouchers to be included for $1,000 or less must be to DTS by 5PM. August 25ALL travel for August must be settled and be in DTS by 5PM. All travel advances, participant advances, athletic advances for FY13-14 must have supporting documents turned in to DTS by 5PM. August 28Last check run at noon for FY13/14.

Year-End DTS Functions   Travel encumbrances will roll forward to new FY14/15.   Per the travel advance guidelines (Travel Advances, FMOG Section 9) all outstanding travel advances must be settled within 30 days.   If your travel occurs in August, the travel advance must be settled and be in DTS office by August 25 th.   Cash Advances not approved before end of FY13/14 will be returned. A new advance must be created in new FY14/15.   T&E reimbursements received after deadline will be processed in new FY14/15. DTS will change accounting date to new month.   Travel encumbrances will roll forward to new FY14/15.   Per the travel advance guidelines (Travel Advances, FMOG Section 9) all outstanding travel advances must be settled within 30 days.   If your travel occurs in August, the travel advance must be settled and be in DTS office by August 25 th.   Cash Advances not approved before end of FY13/14 will be returned. A new advance must be created in new FY14/15.   T&E reimbursements received after deadline will be processed in new FY14/15. DTS will change accounting date to new month.

Critical Pro-Card Voucher Deadlines August 4Transactions for August 3 rd statement are ready for reconciliation and approval August 12Recommended: Last day to charge using Pro-Card for FY13/14. August 15Transactions for August 4 th – August 14 th are ready for reconciliation and approval August 18Departmental approval due by 5:00pm for August 3 rd statement. To include CLIBA card transactions August 22Departmental approval due by 5:00 PM for August 4 th –August 14 th transactions to be expensed in FY14. September 4thProCard transactions from August 15th – September 3 rd are ready for reconciliation and approval. Expenses will be charged to FY 15 Note: UTSA has no control over the vendor’s or the bank’s credit card processing and posting dates. Although a Procard may be used, the bank may not process the transaction(s) for several days. Please process all Procard transactions as early as possible.

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