2. Overview of Changes OldNew No reset button.Reset button clears all form fields and reverts form back to original state. Enter up to four travel destinations.Enter an unlimited number of travel destinations. Enter funding source and object code for each expense type (in Section 3 – Account(s) To Be Charged). Deleted Section 3-Account(s) To Be Charged. Funding source entered in Section 3 - Expenses. Object codes not required. Student not eligible for travel advance. Student Advance Responsible Party requests travel advance on behalf of eligible student. Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expenses completed separately. Consolidated into one expense type called ‘Transportation/Other’.

3. Overview of Changes (cont.) OldNew Each section must be completed in sequential order. Sections are independent of each other and can be completed in any order. User must delete all numeric fields, even if section is de-selected or unchecked (i.e. hidden) to be excluded from all calculations. All numeric fields are deleted once row is deleted and/or section is unchecked (i.e. hidden) and are not included in any calculations. Travel Advance Card (TAC) must be picked up at DTS office. Traveler has option of picking up TAC at DTS or any Fiscal Services office. No travel advance check option.Travel advance check option available as an exception only. If approved, traveler selects: Check pickup option If in-person pick up, traveler may designate proxy.

4. Section 1 – Traveler Section 2 – Trip Information Section 3 – Expenses Meals (M&IE) Lodging Transportation/Other Student Athletic/Group Travel Charging Multiple Accounts Section 4 – Travel Advance Payment Method Section 5 - Certification You may continue to the next slide, or click on a section below for instructions specific to that section. TIP: Form fields that require user entry are highlighted. Fields/steps that pre-fill or contain calculations are italicized.

5. 1.Select Student Advance Responsible Party. The Enter student name(s) row appears. New: Requesting a travel advance on behalf of an eligible student. Complete steps below. 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: Requesting a travel advance on behalf of an eligible student. Complete steps below. 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 3.Enter the student’s full name. Separate multiple students with commas. TIP: Click button to add more rows. TIP: Click button to delete additional row(s).

6. New: Travel Authorization is a 10 digit number and does not begin with TV…….. TRS Form

7. Note: Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types are consolidated into one category called Transportation/Other. 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.

8. 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 state/country, city. 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

9. Note: User may enter additional destinations for each trip. 5.Enter the department authorized lower rate, if applicable. The Destination Advance Total field changes to reflect this amount (not the GSA Advance 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).

10. Note: User must enter the funding source(s) for this expense. 5.Enter the Chartfield information that will be charged for this expense. M&IE Total pre- fills. 6.If this expense will be charged to multiple Chartfields, click the Add Account button. See Charging to Multiple Chartfields for details. Charging to Multiple

11. Note: In addition to hotel name, user must also enter the city and state/country the hotel is located in. User must enter the total estimated room and hotel tax charges and may enter additional hotels. 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 includes multiple hotels, click the Add Lodging button to add an additional row(s).

12. New: User must enter the funding source(s) for this expense. 6.If applicable, enter additional hotel information in additional row(s). 7.Enter the account number that will be charged for this expense. 8.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.

13. 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. 3.If additional expense was paid from state funds, select checkbox. The State Funds Cost Itemization section appears. 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. Fields prefill.

14. 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).

15. Note: Consolidated multiple expense types into one section. 6.Enter the Chartfield information to be charged for these expenses. 7.If these expense will be charged to multiple Charfields, click the Add Account button. The Chartfield previously entered in the Charge to Chartfield is erased.

16. Note: Consolidated multiple expense types into one section. 9.Enter the total amount for each expense that will be charged to each Chartfield. 8.Enter the Chartfield information. 10.Click to delete row(s). IMPORTANT: The TRANS/OTHER TOTAL and account total fields must match.

17. 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).

18. TAR: Method of payment will default to the individuals preferred payment selection in ESS. The sum of each expense type pre-fills and the total travel advance request appears in the TOTAL field. IMPORTANT: TAC’s are issued in whole dollars only and are rounded up to the nearest whole dollar. TAC: Method of payment will default to the individuals preferred payment selection in ESS. Select pick up location

19. Activate card prior to travel (reserve lodging, airfare, registration etc.) Enter temporary activation dates

20. New: No changes made to this section. For instructions, see Completing the Travel Advance Request (TAR), a section of the Travel Advances FMOG.Completing the Travel Advance Request (TAR) New: No changes made to this section. For instructions, see Completing the Travel Advance Request (TAR), a section of the Travel Advances FMOG.Completing the Travel Advance Request (TAR)

21. 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