2. Purpose UTSA will pay and/or reimburse travel cost incurred while traveling on official University business when it has been authorized. Travel reimbursement guideline is applicable to: All employees Student employees Student Participants (study abroad, student teaching, internships, practicums, athletes, etc.) Prospective employees (employment interviews) Prospective students (recruitment visits) Consultants (Provide professional services) UTSA will pay and/or reimburse travel cost incurred while traveling on official University business when it has been authorized. Travel reimbursement guideline is applicable to: All employees Student employees Student Participants (study abroad, student teaching, internships, practicums, athletes, etc.) Prospective employees (employment interviews) Prospective students (recruitment visits) Consultants (Provide professional services)

3. Authority State of Texas Travel Regulations Act General Appropriations Act Rules and Regulations of UT System Board of Regents’ State Comptroller of Public Accounts (Travel Act) Internal Revenue Service (IRC Rule 162 and various rules) U.S. General Services Administration (GSA) UT Systemwide requirements for use of the contracted travel and car rental agencies State of Texas Travel Regulations Act General Appropriations Act Rules and Regulations of UT System Board of Regents’ State Comptroller of Public Accounts (Travel Act) Internal Revenue Service (IRC Rule 162 and various rules) U.S. General Services Administration (GSA) UT Systemwide requirements for use of the contracted travel and car rental agencies

4. Requirements Travel must be for official UTSA business Travel must be planned to achieve maximum savings and efficiency Reimbursable expenses: lodging, transportation, M&IE while in-travel status Travel must be the lowest cost to the State considering all relevant circumstances Prior travel approval necessary (RTA/VE5) Funding must be available for estimated expenses Travel must be for official UTSA business Travel must be planned to achieve maximum savings and efficiency Reimbursable expenses: lodging, transportation, M&IE while in-travel status Travel must be the lowest cost to the State considering all relevant circumstances Prior travel approval necessary (RTA/VE5) Funding must be available for estimated expenses

5. RTA/VE5 An approved RTA/VE5 must be in place before departure date and/or any travel arrangements are made: Encumber total travel cost (transportation, lodging and M&IE) regardless of method of payment Encumber total travel cost (transportation, lodging and M&IE) regardless of method of payment Email DTS inbox disencumberance requests Email DTS inbox disencumberance requests Process VE6/ Correction to Request to Travel when changes include: traveler’s name, dates of travel, destinations, purpose of travel, traveler type, change encumbrance amount, or trip is cancelled. Process VE6/ Correction to Request to Travel when changes include: traveler’s name, dates of travel, destinations, purpose of travel, traveler type, change encumbrance amount, or trip is cancelled. An approved RTA/VE5 must be in place before departure date and/or any travel arrangements are made: Encumber total travel cost (transportation, lodging and M&IE) regardless of method of payment Encumber total travel cost (transportation, lodging and M&IE) regardless of method of payment Email DTS inbox disencumberance requests Email DTS inbox disencumberance requests Process VE6/ Correction to Request to Travel when changes include: traveler’s name, dates of travel, destinations, purpose of travel, traveler type, change encumbrance amount, or trip is cancelled. Process VE6/ Correction to Request to Travel when changes include: traveler’s name, dates of travel, destinations, purpose of travel, traveler type, change encumbrance amount, or trip is cancelled.

6. Reimbursement Accountability UTSA follows the IRS rules for an Accountable Plan which allows amounts paid to be non-taxable to the traveler. Amounts paid must meet below criteria : – –Authorized travel must have a business connection – –Travel expenditures must be substantiated and accounted for within 30 days after travel has been completed – –Any advance amount paid in excess must be returned to UTSA within 30 days after travel has been completed UTSA follows the IRS rules for an Accountable Plan which allows amounts paid to be non-taxable to the traveler. Amounts paid must meet below criteria : – –Authorized travel must have a business connection – –Travel expenditures must be substantiated and accounted for within 30 days after travel has been completed – –Any advance amount paid in excess must be returned to UTSA within 30 days after travel has been completed

7. Reimbursement Rates Allowable per diems are published on GSA website (M&IE and lodging) for domestic travel GSA incorporates: U.S. Department of Defense rates for Alaska, Hawaii, U.S. Territories and U. S. Department of State rates for international travel Traveler must have an overnight stay Departments are allowed to reimburse at a lower rate than the published GSA per diem rates Note: Travel must be notified in advance of travel Allowable per diems are published on GSA website (M&IE and lodging) for domestic travel GSA incorporates: U.S. Department of Defense rates for Alaska, Hawaii, U.S. Territories and U. S. Department of State rates for international travel Traveler must have an overnight stay Departments are allowed to reimburse at a lower rate than the published GSA per diem rates Note: Travel must be notified in advance of travel

8. Reimbursement Rates (cont’d) Partial per diems (75% of full per diem) on first and last day of travel applicable to domestic travel http://www.gsa.gov/portal/content/101518 http://www.gsa.gov/portal/content/101518 Partial per diems (75% of full per diem) on first and last day of travel applicable to domestic travel http://www.gsa.gov/portal/content/101518 http://www.gsa.gov/portal/content/101518

9. UT Systemwide Contracted Travel and Car Rental Agencies Effective May 13 th, 2013 travel arrangements must be made through: Required Travel Agencies: Corporate Travel Planners (CTP) Corporate Travel Planners (CTP) Anthony Travel, Inc.(ATI) Anthony Travel, Inc.(ATI) Required Car Rental agencies: Required Car Rental agencies: Avis/Budget Avis/Budget Enterprise/National Enterprise/National Hertz Hertz Effective May 13 th, 2013 travel arrangements must be made through: Required Travel Agencies: Corporate Travel Planners (CTP) Corporate Travel Planners (CTP) Anthony Travel, Inc.(ATI) Anthony Travel, Inc.(ATI) Required Car Rental agencies: Required Car Rental agencies: Avis/Budget Avis/Budget Enterprise/National Enterprise/National Hertz Hertz

10. Exceptions and Non-Compliance 1.Travel paid by an outside entity 2.Emergency situation (flood, hurricane, etc.) 3.Travel agency is unable to provide an airfare within $100 of a lower fare available from an alternate provider, with apples-to- applies comparison. 1.Travel paid by an outside entity 2.Emergency situation (flood, hurricane, etc.) 3.Travel agency is unable to provide an airfare within $100 of a lower fare available from an alternate provider, with apples-to- applies comparison.

11. Non-Compliance Consequences All travelers are required to use the approved travel agencies and car rental agencies. Failure to comply with this requirement will result in the following implications: 1 st Violation – Management including VP will be notified. Traveler and travel arranger will receive a reminder along with a copy of the guideline. Attending a travel information training session will be encouraged. All travelers are required to use the approved travel agencies and car rental agencies. Failure to comply with this requirement will result in the following implications: 1 st Violation – Management including VP will be notified. Traveler and travel arranger will receive a reminder along with a copy of the guideline. Attending a travel information training session will be encouraged.

12. Non-Compliance Consequences (cont’d) 2nd Violation – Management including VP will be notified. Traveler and travel arranger will receive a second reminder along with a copy of the guideline. Prior to future travel, both traveler and travel arranger will be required to attend a travel training class. Traveler will be required to submit a memo to their VP explaining why approved agencies were not used.

13. Non-Compliance Consequences (cont’d) Further Violations – Management including VP will be notified. Traveler will not be reimbursed for non-compliant trip expenses. Traveler will be suspended from future travel until allowed by the VP. Multiple infractions (three or more) of this policy will be handled by the appropriate VP consistent with progressive disciplinary process.

14. UTSA Travel Booking Options Travelers have the option to purchase airfare by contacting full service Travelers have the option to purchase airfare by contacting full service Travelers have the option to using the online tool (CONCUR) Travelers have the option to using the online tool (CONCUR) If using CONCUR, users may purchase airfare, and make hotel and car rental reservations for both domestic and foreign If using CONCUR, users may purchase airfare, and make hotel and car rental reservations for both domestic and foreign Travelers have the option to purchase airfare by contacting full service Travelers have the option to purchase airfare by contacting full service Travelers have the option to using the online tool (CONCUR) Travelers have the option to using the online tool (CONCUR) If using CONCUR, users may purchase airfare, and make hotel and car rental reservations for both domestic and foreign If using CONCUR, users may purchase airfare, and make hotel and car rental reservations for both domestic and foreign

17. UT Systemwide Car Rental (cont’d)

19. Travel Agency Management Fee Monthly management fee will be billed at a VP level for FY13 and FY14 Monthly management fee will be billed at a VP level for FY13 and FY14 Billing of management fee will be reassessed by VP areas in FY15 Billing of management fee will be reassessed by VP areas in FY15 Monthly management fee will be billed at a VP level for FY13 and FY14 Monthly management fee will be billed at a VP level for FY13 and FY14 Billing of management fee will be reassessed by VP areas in FY15 Billing of management fee will be reassessed by VP areas in FY15

20. Funding Sources 19 - Designated Funds (for travel) 14 - State Appropriated General Funds: Allow for an advance to be issued for meals and lodging only per the Gov’t Code Section 660.003 Travel Expenses 26 - Grants & Contracts: requires RSC approval 30 - Restricted Funds: requires approval from Accounting 19 - Designated Funds (for travel) 14 - State Appropriated General Funds: Allow for an advance to be issued for meals and lodging only per the Gov’t Code Section 660.003 Travel Expenses 26 - Grants & Contracts: requires RSC approval 30 - Restricted Funds: requires approval from Accounting

21. Audit Findings on 14 accounts Tips and taxes must not be included Solution: Provide alternate account number Tips and taxes must not be included Solution: Provide alternate account number Lodging rate increases require pre-approval Lodging rate increases require pre-approval Solution: Notate in Define pre-approved Solution: Notate in Define pre-approved amounts and show encumbrance breakdown amounts and show encumbrance breakdown Cost savings on TRS form cannot be a negative amount Cost savings on TRS form cannot be a negative amount Solution: Positive amount should reflect a Solution: Positive amount should reflect a savings to the State savings to the State Tips and taxes must not be included Solution: Provide alternate account number Tips and taxes must not be included Solution: Provide alternate account number Lodging rate increases require pre-approval Lodging rate increases require pre-approval Solution: Notate in Define pre-approved Solution: Notate in Define pre-approved amounts and show encumbrance breakdown amounts and show encumbrance breakdown Cost savings on TRS form cannot be a negative amount Cost savings on TRS form cannot be a negative amount Solution: Positive amount should reflect a Solution: Positive amount should reflect a savings to the State savings to the State

22. Funding Sources (cont’d) Subaccounts used: 50-For all non-employee/non-student/participant domestic or international (prospective employees and students/consultants) 60-For all non-employee (prospective employees/consultants domestic or international (14-26 accounts) 68-Student Athlete travel 75-Non-student domestic travel 76-Non-student foreign travel 77- Student non-athletic team travel 78-Student athletic team travel Subaccounts used: 50-For all non-employee/non-student/participant domestic or international (prospective employees and students/consultants) 60-For all non-employee (prospective employees/consultants domestic or international (14-26 accounts) 68-Student Athlete travel 75-Non-student domestic travel 76-Non-student foreign travel 77- Student non-athletic team travel 78-Student athletic team travel

23. Object Codes:

24. Cancellation, Lost, Stolen or Fees Incurred due to Travel Changes A traveler may be reimbursed for: A traveler may be reimbursed for: Change in business needs Change in business needs Natural disaster Natural disaster Personal emergency or illness Personal emergency or illness Note: A justification must be included on the TRS form in the comments section. Submission of original receipts as proof that the cancellation charge has been paid. A traveler may be reimbursed for: A traveler may be reimbursed for: Change in business needs Change in business needs Natural disaster Natural disaster Personal emergency or illness Personal emergency or illness Note: A justification must be included on the TRS form in the comments section. Submission of original receipts as proof that the cancellation charge has been paid.

25. Transportation Mileage rate for personal vehicle use while conducting official University business: Traveling to and from the airport Traveling outside of Bexar County Must be authorized to travel Traveling within Bexar County Mileage rate for personal vehicle use while conducting official University business: Traveling to and from the airport Traveling outside of Bexar County Must be authorized to travel Traveling within Bexar County

26. Transportation Mileage reimbursement is not allowed while conducting official University business if the traveler: VP/Dean Base salary has been adjusted to include a car allowance Receives supplemental pay as a car allowance Use of car rental Excludes mileage between UTSA campuses or leased facilities unless approved by the appropriate executive officer as per HOP 4.28 Assignments to Downtown Campus or routine lunches within Bexar County Mileage reimbursement is not allowed while conducting official University business if the traveler: VP/Dean Base salary has been adjusted to include a car allowance Receives supplemental pay as a car allowance Use of car rental Excludes mileage between UTSA campuses or leased facilities unless approved by the appropriate executive officer as per HOP 4.28 Assignments to Downtown Campus or routine lunches within Bexar County

27. Transportation (cont’d) Traveling within Bexar County: RTA/VE5 is not required Mileage/parking log for travel required Can be submitted to Fiscal Services to process reimbursement Do not attach MapQuest printout No cap on amount Traveling within Bexar County: RTA/VE5 is not required Mileage/parking log for travel required Can be submitted to Fiscal Services to process reimbursement Do not attach MapQuest printout No cap on amount

28. Transportation (cont’d) Parking Parking Reimbursable when attending meetings or training at off-site locations Reimbursable when attending meetings or training at off-site locations Event occurs within Bexar County and no additional meal cost included otherwise submit a BEF (Business Expense Form) Event occurs within Bexar County and no additional meal cost included otherwise submit a BEF (Business Expense Form) Can be reimbursed at Fiscal Services with an approved Mileage/Parking Log Can be reimbursed at Fiscal Services with an approved Mileage/Parking Log Submit original receipts Submit original receipts Parking Parking Reimbursable when attending meetings or training at off-site locations Reimbursable when attending meetings or training at off-site locations Event occurs within Bexar County and no additional meal cost included otherwise submit a BEF (Business Expense Form) Event occurs within Bexar County and no additional meal cost included otherwise submit a BEF (Business Expense Form) Can be reimbursed at Fiscal Services with an approved Mileage/Parking Log Can be reimbursed at Fiscal Services with an approved Mileage/Parking Log Submit original receipts Submit original receipts

29. Transportation (cont’d) Rental Vehicles UT Systemwide contracted car rental agencies: 1- Enterprise Rent-A-Car 2- Avis Car Rental 3- Budget Car Rental 4- National Car Rental 5- Hertz http://www.utsa.edu/financialaffairs/dts/stateContractedVendors.html#carRental Rental Vehicles UT Systemwide contracted car rental agencies: 1- Enterprise Rent-A-Car 2- Avis Car Rental 3- Budget Car Rental 4- National Car Rental 5- Hertz http://www.utsa.edu/financialaffairs/dts/stateContractedVendors.html#carRental

30. Transportation (cont’d) UT Systemwide Contracted vendors offer different “Preferred Services” programs to travelers: Avis Preferred Services Budget Fast Break National Emerald Club Hertz #1 Club Gold Note: See DTS website for enrollment details UT Systemwide Contracted vendors offer different “Preferred Services” programs to travelers: Avis Preferred Services Budget Fast Break National Emerald Club Hertz #1 Club Gold Note: See DTS website for enrollment details

31. Transportation (cont’d) Reimbursable Expenses on rental vehicles: Applicable taxes GPS Navigation System charges Gas fill-up service Insurance charges (for non-State contracted rentals only) Additional driver if UTSA employee Submission of original receipt Note: Always present Motor Vehicle Rental Exemption Certificate: http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=133 Reimbursable Expenses on rental vehicles: Applicable taxes GPS Navigation System charges Gas fill-up service Insurance charges (for non-State contracted rentals only) Additional driver if UTSA employee Submission of original receipt Note: Always present Motor Vehicle Rental Exemption Certificate: http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=133

32. Transportation (cont’d) Non-reimbursable charges for Rental of Vehicles Failure to use the approved car rental agencies Expenses incurred for personal use Insurance charges (for State contracted rentals only) Additional driver costs (if not UTSA employee) Non-reimbursable charges for Rental of Vehicles Failure to use the approved car rental agencies Expenses incurred for personal use Insurance charges (for State contracted rentals only) Additional driver costs (if not UTSA employee)

33. Transportation (cont’d) Mass Transit, Taxi or Limousine (include appropriate tips; submit original receipts) Bus Taxi Subway Train ) Other (limousine, ferry, water taxi, etc.) Mass Transit, Taxi or Limousine (include appropriate tips; submit original receipts) Bus Taxi Subway Train ) Other (limousine, ferry, water taxi, etc.)

34. Transportation (cont’d) Commercial Air: Travelers are entitled to be reimbursed for the actual cost of airfare when purchased through CTP, ATI or Concur Travelers may use any airline but are encouraged to take advantage of the additional UT System discounts negotiated with American, United, Southwest and Jetblue Commercial Air: Travelers are entitled to be reimbursed for the actual cost of airfare when purchased through CTP, ATI or Concur Travelers may use any airline but are encouraged to take advantage of the additional UT System discounts negotiated with American, United, Southwest and Jetblue

35. Transportation (cont’d) Purchase of State fares and UT System negotiated discounted fares require the use of the State issued CLIBA or TAC cards Purchase of State fares and UT System negotiated discounted fares require the use of the State issued CLIBA or TAC cards Failure to use the State cards may result in delayed reservations or additional fees imposed by the airlines Failure to use the State cards may result in delayed reservations or additional fees imposed by the airlines Purchase of State fares and UT System negotiated discounted fares require the use of the State issued CLIBA or TAC cards Purchase of State fares and UT System negotiated discounted fares require the use of the State issued CLIBA or TAC cards Failure to use the State cards may result in delayed reservations or additional fees imposed by the airlines Failure to use the State cards may result in delayed reservations or additional fees imposed by the airlines

36. Transportation (cont’d) Benefits in using UT Systemwide Contracted vendors: Assistance with negotiating restriction waivers, priority wait listing, lower fares, locating lost baggage Void, refund and exchange tickets 24-hour emergency travel service Automatically enroll international travelers in ISOS http://www.internationalsos.com/members_home/login/login.cfm?CFID=1867708&CFTOKEN=18359097 http://www.internationalsos.com/members_home/login/login.cfm?CFID=1867708&CFTOKEN=18359097 Benefits in using UT Systemwide Contracted vendors: Assistance with negotiating restriction waivers, priority wait listing, lower fares, locating lost baggage Void, refund and exchange tickets 24-hour emergency travel service Automatically enroll international travelers in ISOS http://www.internationalsos.com/members_home/login/login.cfm?CFID=1867708&CFTOKEN=18359097 http://www.internationalsos.com/members_home/login/login.cfm?CFID=1867708&CFTOKEN=18359097

37. Transportation (cont’d) Tolls Reimbursable if paid by a UTSA employee on official UTSA business Original receipt not required, but expense must be documented on the TRS form Tolls Reimbursable if paid by a UTSA employee on official UTSA business Original receipt not required, but expense must be documented on the TRS form

38. Meals & Incidentals (M&IE) UTSA adopted the GSA per diem reimbursement rates and are found on the GSA website Requires overnight travel Partial per diems are granted on first and last day of travel Per diem includes incidental cost of $5 Per diems may be reduced by department Meal receipts required if per diem rates are exceeded (for domestic and foreign travel) UTSA adopted the GSA per diem reimbursement rates and are found on the GSA website Requires overnight travel Partial per diems are granted on first and last day of travel Per diem includes incidental cost of $5 Per diems may be reduced by department Meal receipts required if per diem rates are exceeded (for domestic and foreign travel)

39. Lodging Per diem rates may be found on GSA website Provide lodging rate increase justification if per diem is exceeded Lodging expenses incurred the night before official business has started and the night after official business has ended is reimbursable Original lodging receipt required If rate exceeds GSA per diem rate, then preapproval is required on 14 accounts Per diem rates may be found on GSA website Provide lodging rate increase justification if per diem is exceeded Lodging expenses incurred the night before official business has started and the night after official business has ended is reimbursable Original lodging receipt required If rate exceeds GSA per diem rate, then preapproval is required on 14 accounts

40. Lodging (cont’d) Use of State contracted hotels is recommended but not required. http://portal.cpa.state.tx.us/hotel/hotel_directory/index.cfm Shared lodging: each traveler is reimbursed for their share of the lodging expense. If the lodging expense is paid by only one of the travelers, then the non-paying traveler’s name and RTA number must be referenced on the TRS form. Present Texas Hotel Occupancy Tax Exemption Certificate when checking in. http://www.utsa.edu/financialaffairs/forms/details.cfm?form_n umber=56 Use of State contracted hotels is recommended but not required. http://portal.cpa.state.tx.us/hotel/hotel_directory/index.cfm Shared lodging: each traveler is reimbursed for their share of the lodging expense. If the lodging expense is paid by only one of the travelers, then the non-paying traveler’s name and RTA number must be referenced on the TRS form. Present Texas Hotel Occupancy Tax Exemption Certificate when checking in. http://www.utsa.edu/financialaffairs/forms/details.cfm?form_n umber=56

41. Lodging (cont’d) Lodging rate increase justifications: Safe lodging not available for less than or equal to the maximum lodging reimbursement rate The official conference/seminar/workshop is held at a hotel with a higher rate Pre-approval required if using State funds Other costs avoided (car rental, parking) when paying with State funds (14 accounts) Increase must be approved by supervisor Lodging rate increase justifications: Safe lodging not available for less than or equal to the maximum lodging reimbursement rate The official conference/seminar/workshop is held at a hotel with a higher rate Pre-approval required if using State funds Other costs avoided (car rental, parking) when paying with State funds (14 accounts) Increase must be approved by supervisor

42. Registration Fees: Reimbursement of conference, seminar, workshop, and training fees Registration must be associated with an RTA Submit original receipt as proof of payment Reimbursement of conference, seminar, workshop, and training fees Registration must be associated with an RTA Submit original receipt as proof of payment

43. Other Reimbursable Expenses Shipping charges Fees related to telephone calls Baggage charges Internet usage fees Business supplies/materials Note: Original receipts must be submitted. Shipping charges Fees related to telephone calls Baggage charges Internet usage fees Business supplies/materials Note: Original receipts must be submitted.

44. Other Reimbursable Expenses (cont’d) Attendant care expenses – –Applicable for travelers with disabilities Travel expenses for prospective employees/students and consultants Travel expenses for Athletic team and Student group travel Attendant care expenses – –Applicable for travelers with disabilities Travel expenses for prospective employees/students and consultants Travel expenses for Athletic team and Student group travel

45. Prospective Employees/Students and Consultants May be reimbursed for actual cost of meals not to exceed the GSA per diem rate May be reimbursed for actual cost of meals not to exceed the GSA per diem rate If UTSA is making the travel arrangements or using a CLIBA card, then use of the travel agencies and car rental agencies is required If UTSA is making the travel arrangements or using a CLIBA card, then use of the travel agencies and car rental agencies is required If making their own travel arrangements and paying for airfare or car rental expenses out of pocket may use the travel agency, car rental or on- line reservation tool of their choice If making their own travel arrangements and paying for airfare or car rental expenses out of pocket may use the travel agency, car rental or on- line reservation tool of their choice May be reimbursed for actual cost of meals not to exceed the GSA per diem rate May be reimbursed for actual cost of meals not to exceed the GSA per diem rate If UTSA is making the travel arrangements or using a CLIBA card, then use of the travel agencies and car rental agencies is required If UTSA is making the travel arrangements or using a CLIBA card, then use of the travel agencies and car rental agencies is required If making their own travel arrangements and paying for airfare or car rental expenses out of pocket may use the travel agency, car rental or on- line reservation tool of their choice If making their own travel arrangements and paying for airfare or car rental expenses out of pocket may use the travel agency, car rental or on- line reservation tool of their choice

46. Foreign Travel Use OANDA’s average conversion rates if exchange rate is not listed on receipt(s) http://www.oanda.com/currency/average Do not submit OANDA printouts with paperwork ISOS (International SOS) http://international.utsa.edu/health-and-safety/international-sos/ http://international.utsa.edu/images/uploads/International%20SOS%20Instructions.pdf Use OANDA’s average conversion rates if exchange rate is not listed on receipt(s) http://www.oanda.com/currency/average Do not submit OANDA printouts with paperwork ISOS (International SOS) http://international.utsa.edu/health-and-safety/international-sos/ http://international.utsa.edu/images/uploads/International%20SOS%20Instructions.pdf

47. Travel Reimbursement Settlement: Process VP5 or VP2 as applicable Process VP5 or VP2 as applicable Reimbursement will be processed within 7-10 business days upon receiving a correct document Reimbursement will be processed within 7-10 business days upon receiving a correct document Reimbursement payment method: Reimbursement payment method: Direct deposit (complete Deposit-Non Payroll form) Direct deposit (complete Deposit-Non Payroll form) http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=16 Check (picked up in person at DTS/Fiscal Services, mailed or send proxy)Check (picked up in person at DTS/Fiscal Services, mailed or send proxy) Process VP5 or VP2 as applicable Process VP5 or VP2 as applicable Reimbursement will be processed within 7-10 business days upon receiving a correct document Reimbursement will be processed within 7-10 business days upon receiving a correct document Reimbursement payment method: Reimbursement payment method: Direct deposit (complete Deposit-Non Payroll form) Direct deposit (complete Deposit-Non Payroll form) http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=16 Check (picked up in person at DTS/Fiscal Services, mailed or send proxy)Check (picked up in person at DTS/Fiscal Services, mailed or send proxy)

48. Travel Reimbursement Settlement (cont): If returning excess travel advance funds to UTSA: Complete deposit transmittal form and submit to Fiscal Services http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=14 http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=14 Include name of traveler Include departmental account number xx-xxxx-xxxx Include DTN field: e.g. TA4321 (travel advance tracking number issued by DTS) Include object code: 5371 or appropriate travel expense code If returning excess travel advance funds to UTSA: Complete deposit transmittal form and submit to Fiscal Services http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=14 http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=14 Include name of traveler Include departmental account number xx-xxxx-xxxx Include DTN field: e.g. TA4321 (travel advance tracking number issued by DTS) Include object code: 5371 or appropriate travel expense code

49. Approvals/Certification Traveler must certify all expenses are correct and true Account administrator/Supervisor approval RSC approval (26 accounts) Note: TRS forms will be returned if all required approvals have not been obtained. A delay in processing the traveler’s reimbursement may result. Traveler must certify all expenses are correct and true Account administrator/Supervisor approval RSC approval (26 accounts) Note: TRS forms will be returned if all required approvals have not been obtained. A delay in processing the traveler’s reimbursement may result.

51. HighlightsHighlights   Reset button clears all form fields and reverts form back to original state.   Add an unlimited number of destinations/rows for each expense type.   Sections are independent of each other and can be completed in any order, except for Section 4 – Settlement. This section includes the sum of all expenses.   All numeric fields are deleted once row is deleted and/or section is unchecked (i.e. hidden) and are not included in any calculations.   Funding source is recorded within each expense category (Section 3 – Expenses). Object codes not required.   Reset button clears all form fields and reverts form back to original state.   Add an unlimited number of destinations/rows for each expense type.   Sections are independent of each other and can be completed in any order, except for Section 4 – Settlement. This section includes the sum of all expenses.   All numeric fields are deleted once row is deleted and/or section is unchecked (i.e. hidden) and are not included in any calculations.   Funding source is recorded within each expense category (Section 3 – Expenses). Object codes not required.

52. Highlights (cont’d)   Student Advance Responsible Party submits travel reimbursement on behalf of eligible student.   Destinations are entered in the Meals (M&IE) and Lodging sections and users may enter an unlimited number of destinations.   Users must enter the daily room rate. If the daily room rate is greater than the GSA per diem rate, the Room Rate Increase section appears.   Several expenses consolidated into one expense type called ‘Transportation/Other’.   Users may select the Roundtrip checkbox if route includes a return trip that is of equal distance.   Student Advance Responsible Party submits travel reimbursement on behalf of eligible student.   Destinations are entered in the Meals (M&IE) and Lodging sections and users may enter an unlimited number of destinations.   Users must enter the daily room rate. If the daily room rate is greater than the GSA per diem rate, the Room Rate Increase section appears.   Several expenses consolidated into one expense type called ‘Transportation/Other’.   Users may select the Roundtrip checkbox if route includes a return trip that is of equal distance.

53. Highlights (cont’d)   Settlement section includes the sum of all expenses and a breakdown by expense type. Enter an unlimited number of UTSA payment methods used to pay for travel expenses (excluding out- of-pocket expenses) that deducts from the total amount owed to the traveler.   If funds are owed to traveler, traveler may: Pickup check in-person at DTS or any Fiscal Services office. Send a proxy to pickup check in-person at DTS or any Fiscal Services office. Mail check to department (campus mail) or to the address on file (as listed in UT Direct).   Settlement section includes the sum of all expenses and a breakdown by expense type. Enter an unlimited number of UTSA payment methods used to pay for travel expenses (excluding out- of-pocket expenses) that deducts from the total amount owed to the traveler.   If funds are owed to traveler, traveler may: Pickup check in-person at DTS or any Fiscal Services office. Send a proxy to pickup check in-person at DTS or any Fiscal Services office. Mail check to department (campus mail) or to the address on file (as listed in UT Direct).

54. Section 1 – Traveler Section 2 – Trip Information Section 3 – Expenses Meals (M&IE) Lodging Mileage Transportation/Other Student Athletic/Group Travel Charging Multiple Accounts Section 4 – Settlement Section 5 - Certification You may continue to the next slide, or click on a section below for instructions specific to that section.

55. New: If a travel advance was requested on behalf of an eligible student, then the Student Advance Responsible Party traveler type must be selected. For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA Business, a section of the Travel Advances FMOG. Advances on Behalf of Students Traveling on Official UTSA Business New: If a travel advance was requested on behalf of an eligible student, then the Student Advance Responsible Party traveler type must be selected. For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA Business, a section of the Travel Advances FMOG. Advances on Behalf of Students Traveling on Official UTSA Business Back to Table of Contents 1.Select Student Advance Responsible Party. A row appears. 2.Enter the student’s full name. Separate multiple students with commas. 3.Click button to add more rows. TIP: Click button to delete additional row(s). TIP: Add Student Name(s) button appears only when Student Advance Responsible Party option is selected.

56. New: Destination fields (destination type, name, total business days/nights) have been removed. This information will be entered in the Meals (M&IE) and Lodging sections, within Section 3 – Expenses. Notice OANDA average rate fields Back to Table of Contents

57. New: Consolidated the Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types into one category called Transportation/Other. Types of Expenses TIP: Deselecting any of these radio buttons will erase all of the information that you entered in that specific section in addition to hiding that section from view. Back to Table of Contents

58. New: User must complete four additional fields in this section. IMPORTANT: If traveling within the U.S, including Alaska, Hawaii and U.S. territories and possessions, you MUST select the Domestic checkbox to ensure the Partial Per Diem Rate is calculated for each destination of your trip. 1.If your destination is in the U.S, including Alaska, Hawaii and U.S. territories and possessions, click checkbox. 2.Enter destination city, state/country. 3.Enter the GSA Per Diem Rate for the destination city. 4.Enter the total number of business days spent at destination city. If applicable, Partial Per Diem Rate pre-fills. GSA Advance Total pre-fills Back to Table of Contents

59. New: User may enter additional destinations for each trip. 5.Enter the department authorized lower rate, if applicable. The Destination Total field changes to reflect this amount (not the GSA Reimbursement Total). 6.If the trip includes multiple destinations, click the Add Destination button to add an additional row(s). 7.If applicable, click to delete row(s). Back to Table of Contents Back to beginning of section

60. New: User must enter the funding source(s) for this expense. 5.Enter the account number that will be charged for this expense. M&IE Total pre- fills. 6.If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.Charging to Multiple Accounts Back to Table of Contents Back to beginning of section

61. New: In addition to hotel name, user must also enter the city and state/country the hotel is located in. User must enter the daily room rate, total room and hotel tax charges and may enter additional hotels, regardless if they are located in the same city/country and contain the same GSA rate. 1.Enter the GSA lodging rate for the destination city, state/country. 2.Enter the daily/nightly room rate for the destination hotel. 3.Enter the hotel name and city, state/country. 4.Enter the total room charge (excluding taxes). 5.Enter the total hotel taxes. 6.If trip included multiple hotels, click the Add Lodging button to add an additional row(s). Back to Table of Contents

62. New: User must enter the funding source(s) for this expense. 7.If applicable, enter additional hotel information in additional row(s). 8.Enter the account number that will be charged for this expense. 10.If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.Charging to Multiple Accounts LODGING TOTAL pre-fills. Total Hotel cost field(s) pre-fills. 9.If applicable, click to delete row(s). Back to Table of Contents Back to beginning of section

63. IMPORTANT: If the room rate is greater than the GSA rate, the Room Rate Increase row appears. 1.Enter the total number of nights at the higher rate. 2.Select the reason for requesting the higher rate. 4.Select the type of cost to be avoided and the estimated cost not incurred as a result of staying at the higher rate hotel. 3.If expense was paid from state funds, select checkbox. The State Funds Cost Itemization section appears. Back to Table of Contents Fields prefill. Back to beginning of section

64. 1.Select the date from the drop-down menu. New:. Select the Round Trip checkbox if the route includes a return trip that is of equal distance. Enter the funding source for this expense. 2.Enter the starting (travel from) and ending (travel to) address or name. 3.Enter the total miles as listed in MapQuest®. 4.If route includes a return trip that is of equal distance, select the checkbox. Back to Table of Contents 6.Enter the account number to be charged for this expense. 5.Select the Add Route button to add additional row(s). 7.If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.Charging to Multiple Accounts IMPORTANT: The Total Miles field automatically rounds to the nearest tenth to accommodate the mileage format in DEFINE.

65. 1.Select the expense type from the drop-down menu. New: Consolidated multiple expense types into one section. 2.Enter the total amount. 3.Enter comments (optional). 4.Click to add an additional row(s), if applicable. 5.Click to delete row(s). Back to Table of Contents

66. New: Consolidated multiple expense types into one section. 6.Enter the account number to be charged for these expenses. 7.If these expense will be charged to multiple accounts, click the Add Account button. The account number previously entered in the Charge to Account Number field is erased. Back to Table of Contents Back to beginning of section

67. New: Consolidated multiple expense types into one section. 9.Enter the total amount for each expense that will be charged to each account. 8.Enter the account number. 10.Click to delete row(s). IMPORTANT: The TRANS/OTHER TOTAL and account Total fields must match. Back to Table of Contents Back to beginning of section

68. New: Expenses are grouped by funding source and expense type. 1.Enter the account number to be charged for each expense type. 2.Enter the total amount for each expense type to be charged to each account. 3.Click the Add Account button to add another account. 5.If an amount is entered in the Other expense type, then describe the expense in the Comments field. 4.Click to delete row(s). Back to Table of Contents

69. New: New section that provides the total amount to be reimbursed to the traveler, including a breakdown by expense type. 2.If an amount is owed to the traveler, select the travel reimbursement payment method. IMPORTANT: DTS highly encourages, but does not require travelers select direct deposit. If Direct deposit is selected, then traveler must ensure the Direct Deposit – Non Payroll form is on file with DTS office.Direct Deposit – Non Payroll Back to Table of Contents The sum of each expense type pre-fills and the sum of all expenses appears in the TRIP TOTAL field. 1.If funds are owed to the traveler, enter the document ID number for the Travel Payment Voucher (VP5) processed in DEFINE.

70. 3.If in-person is selected, select the pick up location. 4.If the traveler authorizes proxy to pick up check in-person on traveler’s behalf, then enter the proxy’s full name. 5.If mail is selected, then select check delivery method: mailed to the traveler’s address on file (U.S. mail), or mailed to the traveler’s department (campus mail). Back to Table of Contents 2.If Check is selected, then select a delivery method. New: In addition to DTS, traveler may elect to pickup a travel reimbursement check at any Fiscal Services office. Traveler may also designate a proxy to pickup the check on their behalf. IMPORTANT: Reimbursement checks are only mailed to the traveler’s address on file (UT Direct) via U.S. mail or to the traveler’s department via campus mail. Back to beginning of section

71. Back to Table of Contents New: Users may select an unlimited number of UTSA payment methods used to pay for travel expenses. These payments are deducted from the amount that is owed to the traveler. IMPORTANT: The amount entered is subtracted from the TRIP TOTAL field and the result appears in the Amount Owed to Traveler field. 2.Select the payment method from the drop-down menu. The applicable fields appear. 3.Enter the requested information. 4.Enter the total amount. Back to beginning of section 1.Select checkbox if any expenses were paid using any of UTSA’s travel payment methods.

72. 1.Click if any expenses were paid using any of UTSA’s travel payment methods. Back to Table of Contents New: Users may select an unlimited number of UTSA payment methods used to pay for travel expenses. These payments are deducted from the amount that is owed to the traveler. IMPORTANT: The amount entered is subtracted from the TRIP TOTAL field and the result appears in the Amount Owed to Traveler field. 2.Select the payment method from the drop-down menu. The applicable fields appear. 3.Enter the requested information. 4.Enter the total amount. Back to beginning of section

73. New: No changes made to this section. For instructions, see Completing the Travel Reimbursement/Settlement (TRS) Form, a section of the Travel Advances FMOG.Completing the Travel Reimbursement/Settlement (TRS) Form New: No changes made to this section. For instructions, see Completing the Travel Reimbursement/Settlement (TRS) Form, a section of the Travel Advances FMOG.Completing the Travel Reimbursement/Settlement (TRS) Form Back to Table of Contents

74. New: Users may enter split an expense between multiple accounts by clicking on the Add Account button, located in the Meals & Incidental Expenses (M&IE), Lodging, Mileage, Transportation/Other and Student Athletic/Group Travel sections. 2.Enter the amount to be charged to the first account. 1.Click Add Account to split an expense between multiple accounts. A new account number row appears. 4.Enter the additional account number. 3.Enter the amount to be charged to the additional account. IMPORTANT: The Accounts Total field MUST equal the following fields: M&IE TOTAL LODGING TOTAL MILEAGE TRANS/OTHER TOTAL Back to Table of Contents

75. Questions?Questions? Please email the DTS inbox with questions: Disbursement.travel@utsa.edu HELPFUL LINKS: Travel Advance Guideline: http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html Travel Card Guideline: http://www.utsa.edu/financialaffairs/opguidelines/0111.html Travel Reimbursement Guideline: http://www.utsa.edu/financialaffairs/opguidelines/0109.html Please email the DTS inbox with questions: Disbursement.travel@utsa.edu HELPFUL LINKS: Travel Advance Guideline: http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html Travel Card Guideline: http://www.utsa.edu/financialaffairs/opguidelines/0111.html Travel Reimbursement Guideline: http://www.utsa.edu/financialaffairs/opguidelines/0109.html