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AM 0573 Travel Card Process Revised April 2013. Course Objectives To clarify the restrictions, policies and procedural requirements in which the travel.

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Presentation on theme: "AM 0573 Travel Card Process Revised April 2013. Course Objectives To clarify the restrictions, policies and procedural requirements in which the travel."— Presentation transcript:

1 AM 0573 Travel Card Process Revised April 2013

2 Course Objectives To clarify the restrictions, policies and procedural requirements in which the travel cards may be used for official UTSA business travel.

3 Agenda Overview of Travel Card FMOGTravel Card FMOG –Important Changes Effective May 13, 2013 Completing the CLIBA Card ApplicationCLIBA Card Application Completing the Card Maintenance Request (CMR) FormCard Maintenance Request (CMR) Form ATI Form Travel Card Payment Process –Impact of Non-Payment Encumbrances

4 Financial Management Operational Guidelines (FMOGs) The following FMOGs make up UTSAs travel policy: –Travel Cards FMOGTravel Cards FMOG –Travel Reimbursement FMOGTravel Reimbursement FMOG –Travel Advances FMOGTravel Advances FMOG –Student Travel PolicyStudent Travel Policy

5 Authority Travel costs are regulated by the following governing authorities. At a minimum, UTSA must meet the rules and requirements set forth by these agencies, although the university may also choose to be more restrictive: –State of Texas Travel Regulations ActState of Texas Travel Regulations Act –General Appropriations ActGeneral Appropriations Act –Rules and Regulations of The University of Texas System Board of Regents require institutions to issue travel regulations covering authorization for travel and reimbursement for approved travel.Rules and Regulations of The University of Texas System Board of Regents Effective May 13, 2013, all UT System institutions will use an exclusive supplier for travel agency services and car rental services.Effective May 13, 2013, all UT System institutions will use an exclusive supplier for travel agency services and car rental services.

6 Authority (cont.) –Official interpretations of the Travel Act as made by the State Comptroller of Public Accounts. –Internal Revenue Service (IRS) regulations (IRC §162 and various rules): Stipulate those expenditures that may be treated as non-taxable reimbursements and the corresponding documentation requirements.Internal Revenue Service –The United States General Services Administration (GSA)The United States General Services Administration (GSA)

7 Overview CLIBA and TAC cards are issued to eligible travelers to minimize out of pocket expenses associated with official UTSA business travel.

8 Eligibility Travel cards (CLIBA/TAC) may be issued to faculty, staff and student employees – Graduate Research Assistants (GRA) to pay for allowable expenses while traveling on official UTSA business. There will be limited circumstances when a student employee would be issued a CLIBA card

9 Authorized Travel Status Travelers who are issued a CLIBA or TAC must be in authorized travel status prior to paying for any travel related expenses. The CLIBA or TAC can only be used to pay for travel related expenses associated with travel outside of Bexar County (or your designated headquarters).

10 Travel Authorization Documentation Approved VE5/VE6VE5VE6 Prospective employees/students Student Authorization to Travel Exempt Agreements –Services Agreement –Entertainer Contract –Participant/Speaker Agreement

11 TAC & CLIBA Card Allowable Expenses TAC & CLIBA –Airfare –Car Rental & Gas for the Rental –Lodging –Mass Transit –Parking and Tolls –Conference/Training Registration –Baggage Fees Receipt must be in travelers name TAC Only –Meals (Eating Establishments & Fast Food)

12 TAC & CLIBA Card Restrictions Examples (not all inclusive): –CLIBA Meals –Eating establishments and fast food restaurants –Hotel restaurant, room service, bar –Snacks & beverages at service stations –TAC & CLIBA Declining balance/gift cards –Starbucks –Dunkin Donuts –Subway Memberships –Airline clubs –Membership/registration bundles

13 Non-Compliant Issues Examples of non-compliant issues (not all inclusive): –Unauthorized travel Exempt agreements not approved prior to travel purchase RTA not completed/approved prior to travel purchase –Does not include all destinations or dates of travel –Funds not encumbered for purchases –Personal use Lodging, car rental, meals, baggage fees or other charges incurred during travel period that includes personal leave time Gas for personal vehicle Parking citations charged back to car rental agency Meals/snacks/beverages for friends & family members

14 Non-Compliant Issues, cont. Examples of non-compliant issues (not all inclusive): –Use in Bexar County (or designated headquarters) Meals Local conference/networking registration Local event parking fees Local use of rental car and associated gas Gas for UTSA owned/leased vehicles

15 CLIBA Application – Required signatures Applicant, Department Head or Supervisor, Account Administrator –Estimate monthly travel expenditures –Default account number Must provide sufficient funds for any and all charges made by the cardholder

16 Authorized to Inquire (ATI) Add/Change Authorized to Inquire form –Each cardholder may designate one UTSA employee to contact Citibank by telephone on their behalf. –Designated ATI (UTSA employee) is not allowed to make any changes to the cardholders account. –Can submit form at same time as a new card application

17 ATI (cont.) The ATI is authorized to obtain the following information: –Cardholder account information –A faxed or mailed cardholder statement Will be sent only to the fax number indicated on the ATI form and cardholder UTSA mailing address –Ability to place a charge in dispute

18 ATI (cont.) May contact Citibank by calling: – 800-248-4553 –Skip the prompts and press 0 –Enter the cardholders 16 digit card number –Pressing 0; wait for assistance from a Citibank customer service representative (CSR)

19 ATI (cont.) Identify yourself to the Citibank CSR –Clearly state your name –Purpose for your call –Provide your passcode Last four of UTEID Mothers Maiden Name Password

20 Card Maintenance Request (CMR) The CMR form requires cardholder and account administrator signatures for the following:CMR –Change Credit Limit –Change default account number –Cancel/Replace Card –Temporary Status Change –MCC/Vendor Code Change –International Access


22 CLIBA VP2 Payment The cardholder is responsible for : –Reconciliation and settlement of the CLIBA card statement Verification of allowable travel expenses Travel expenses are for official UTSA business –Ensuring the correct and timely creation, review, and final approval of the electronic voucher (VP2)

23 CLIBA VP2 Payment (cont.) VP2 vouchers are considered complete when –Supporting documentation is included as required by the Travel Reimbursement FMOG –The electronic VP2 is correct with all required electronic approvals Plus additional approvals required due to funding sources

24 FY 12/13 Payment Deadline Statement DateDue to DTSTime 3/3/20133/20/20135:00 PM 4/3/20134/19/20135:00 PM 5/3/20135/20/20135:00 PM 6/3/20136/20/20135:00 PM 7/3/20137/19/20135:00 PM 8/3/2013TBD*TBD Travel cards must be paid by the 20 th of each month and the deadline to submit the CLIBA VP2 vouchers to DTS may change for holidays, short months, and fiscal year end to allow sufficient time to process payment. When the 20 th falls on a weekend or bank holiday, the deadline falls back to the last business day before the 20 th.

25 Past Due CLIBA Payment CLIBA card voucher payments are considered past due if not received on or before the 20 th of each month. CLIBA card balances not paid or settled by the deadline will be charged to the default account to ensure UTSA is in compliance with the Texas Prompt Payment Law.Texas Prompt Payment Law. –The cardholder has five business days after payment has been made from the default account to submit supporting documentation to PTCA.

26 DEFINE Screen View & Print Set-up The following changes to the DEFINE screen view and print set-up for your CLIBA payment are preferred but optional. –Allows immediate identification of funding source, cardholder, and card number –Better print quality

27 Format Screen View Change screen type to 2 –Press F5 –Select Value 2 for first screen type –Press enter to update profile

28 Format Print Set-up From the ribbon click on options and select session

29 Format Print Set-Up ( cont.) Select Printer from the menu on the left and then set the profile as shown and click OK. Page Margins 3.00 0.17 0.72

30 Creating the CLIBA VP2 An error free VP2 with proper supporting documentation ensures prompt payment approval. Common errors: –Incorrect vendor UTEID and/or mail code –Incorrect dates of service –Incorrect invoice, PO, DTN information –Allocation of expense to incorrect object codes and/or funding sources –Incorrect payment amount The following slides have step-by-step instructions for creating an error free CLIBA VP2 electronic payment.

31 Populating Fields in Define In the Command Field enter VP2 In the Action Field enter New In the Format Field enter 01 In the CHK Dist Field enter U

32 Populating Fields in Define (cont.) In the UT EID Field enter 2949qevy In the MC field enter 034 The Goods/Service Received Fields is based on the day after the last statement date and the closing date of the new statement. For the March 3, 3013 statement: –Beg Field is the 4 th of the previous month 020413 –End Field is the 3 rd of the current month 030313

33 Populating Fields in Define (cont.) In the Invoice Received Date Field enter the date you received the statement* Press enter to update document *Every cardholder has access to CitiManager to download the current statement. If an ATI was designated by the cardholder, then the ATI can call Citibank customer service at 800-248-4553 and request a faxed copy of the cardholders statement.

34 Populating Fields in Define (cont.) On update this error message will appear:

35 Populating Fields in Define (cont.) Override the Mail Code

36 Populating Fields in Define (cont.) The correct vendor information for CLIBA card payments:

37 Populating Fields in Define (cont.) In the Requested Payment Date field please schedule for the next day. DTS will change the date to the next check run during the approval process.

38 Populating Fields in Define (cont.) In the Req Payment Reason field, please enter Travel Card Payment

39 Populating Fields in Define (cont.) In the Voucher Description Field, enter the following text followed by the cardholder name: CLIBA CARD PAYMENT FOR CARDHOLDER

40 Populating Fields in Define (cont.) At the Sections fields, put an X in the Ref and Trans fields so that on update you can go the next page of the document:

41 Populating Fields in Define (cont.) The next fields of the VP2 to populate is the line item information.

42 Populating Fields in Define (cont.) The account number field is populated with the account number designated by your department as allowed by the Travel Reimbursement FMOG.Travel Reimbursement FMOG.

43 Populating Fields in Define (cont.) The D/C field is the debit/credit field. Charges on your statement are coded D and credits on your statement are code C.

44 Populating Fields in Define (cont.) Enter the object code* applicable for the expenditure as allowed by the Travel Reimbursement/Settlement FMOG.Travel Reimbursement/Settlement FMOG. *Example: For faculty/staff travel in the U.S., the hotel daily rate is coded either 1206 or 1226, the taxes, internet, and business services are coded either 1205 or 1225, and parking is coded either 1209 or 1229. Airport parking should be coded based on the traveler destination (in-state/out-of-state).

45 Populating Fields in Define (cont.) Enter the total amount of charges on the statement allocated to the account number based on the object code.

46 Populating Fields in Define (cont.) Enter the last ten digits of the card number in the PO NBR field. Enter the current statement date in the DTN field.

47 Populating Fields in Define (cont.) Enter the last ten digits of the card number in the INVOICE NBR field. The INVOICE NBR* and AMOUNT fields are transmitted to Citibank via ACH in a batch. *Transmitting an incorrect card number to Citibank will result in a rejected payment and may take weeks for Citibank to post manually. Incorrect INVOICE NBR: \RMR*IV*FLIGHT*NS*457.02\ Not a card number Incorrect INVOICE NBR: \RMR*IV*800104084*NS*150.00\ Only 9 digits

48 Populating Fields in Define (cont.)

49 Your VP2 should look similar to this:

50 Assembling The CLIBA VP2 Attach the following to the printout of the 1 st page of the VP2 screen printout: –Cardholder statement –Required Invoices/Receipts Original receipts (gas, rental cars, baggage fees, etc.) –Travel Authorizations VE5/VE6 Exempt Agreements Student Travel Authorization/List of Students Prospective employees/PHD Students –Indicate position for which being interviewed/evaluated and the department Deliver in person or by campus mail on or before the 20 th of each month or other published deadlines for holidays, short months, and fiscal year end.

51 TAC PAYMENTS TAC issued in traveler name TAC memo statement is mailed by Citibank to the department address TAC must be paid in full before the 20th of each month after the payment is authorized, regardless of the travel departure or return date.paid in full

52 TAC Payments (cont.) The cardholder reviews the TAC memo statement to ensure all charges represent allowable expenses. If travel has not been completed, the traveler's supervisor reviews the memo statement. If all charges represent allowable expenses, the supervisor approves the memo statement for payment and submits the memo statement to the DTS office for processing. NOTE: The person who signs the traveler's TRS form is the same person who should sign the Citibank memo statement. See the Travel Reimbursement FMOG for more information.DTSTravel Reimbursement

53 TAC Payment Process (cont.) If the TAC memo statement reflects charges for an expense other than airfare, receipts for those expenses must be submitted to DTS. NOTE: The traveler/department does not have to resend the same receipts with the TRS form when settling travel expenditures.DTS The department remits the signed memo statement and corresponding receipts (if applicable) to DTS for processing.DTS Once the necessary information is received, DTS creates the VP2 to complete the TAC payment.DTS

54 Travel Encumbrances DTS will disencumber funds for an RTA during the approval process for the exact amount of the charge on your CLIBA or TAC card. You may also request via email for funds to be disencumbered to allow sufficient funds to create and approve your document or for other travel related expenses on your Procard.

55 Citibank Contacts Customer Service (Card Holder Support) – 800-248-4553 On-Line/Web-based Tool Helpdesk –800-248-4553, Option 1 Fraud Early Warning (FEW) –800-945-3114

56 Helpful Links CitiManager Travel Card FMOG Travel Advances FMOG Travel Reimbursement FMOG Texas State Charge Card Program Procard/Travel Cards Administration (PTCA)

57 Questions?

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