1. Travel Workflow Update
Disbursements & Travel Services Office
FAR Meeting
May 24, 2017
Diana Macias-Ollervidez
Assistant Controller
Office of Financial Affairs (

2. New State Requirement Effective January 24, 2017
State credit card must be used to purchase airfare paid with state or federal funds
Includes CLIBA, TAC or OneCard
(From Texas Administrative Code )
Office of Financial Affairs
Disbursements & Travel Services

3. Negative Travel Encumbrances
Since January 2017 UTSA departments have experienced occasional, random negative encumbrances
Appears related to when DTS “Sends Back” an Expense Report and creator re-budget checks the Expense Report
UT Systemwide Information Services (SIS) went to Oracle for a solution. Solution fix expected in June
In the interim DTS will submit specific instances to SIS to fix
Office of Financial Affairs
Disbursements & Travel Services

4. DEMONSTRATION OF FRONT OFFICE TRAVEL DOCUMENT STATUS QUERY QUERY: UTS_EXP_PND_STAT_WF_PRMPT
Office of Financial Affairs
Disbursements & Travel Services

5. Approval Options System designed to send email approval notifications
Sometimes go to junk, quarantine or clutter
Two other alternative approval methods
Worklist – shows all approval documents
Travel and Expense – Approval Transactions – shows travel documents pending approval
Step by Step instructions for approval methods
Online travel training
PSSC May 2017 Spotlight newsletter
Office of Financial Affairs
Disbursements & Travel Services

6. Disbursements & Travel Services
Related Training Courses:
Strongly encourage travelers and approvers (all types) to complete online training:
Online – Travel Authorization Workflow (PS 0307)
Online – Expense Report Workflow (PS 0308)
Travel document creators should attend in-person class if not taken since November 1, 2016
Travel Reimburse Process course (PS 0310)
Office of Financial Affairs
Disbursements & Travel Services

7. Office of Financial Affairs
QUESTIONS
Office of Financial Affairs
Department Name

8. Your partner for successful solutions
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Office of Financial Affairs