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Frequently Asked Questions (FAQs)

Travel Agency / Concur FAQs (NEW)

DTS Moves to UH | Travel Cards | Travel Advances | Official Occasions/BEF

 

    DTS Moves to UH

    1. How does a traveler pick up their Travel Advance Card (TAC) and/or Corporate Liability Individual Billed Account (CLIBA) card before their trip?

    2. How does a traveler return a TAC upon returning from a trip, or a CLIBA card that has been canceled?

    3. Now that Disbursements and Travel Services are located at University Heights, are there any other options for submitting documents for processing?

    4. How will I pick up a check (travel advance or other distribution/reimbursement check)?

    Travel Cards

    1. What is the difference between the Travel Advance Card (TAC) and Corporate Liability Individual Billed Account (CLIBA) card?

    2. Does the TAC require a PIN be used to authorize a purchase?

    Travel Advances

    1. What limits are there on obtaining additional travel advances prior to requesting reimbursement for a completed trip?

    2. My advance exceeded the total amount due to me for my travel. How do I repay the university?

    Official Occasions/BEF

    1. Why did UTSA adopt a hospitality and official occasion policy?
      Does this policy apply to staff only, or to all of the special events for
    2. RoadRunner Days and Homecoming? What about programs like TRIO?
    3. Are special events such as Convocation and Advisor's Appreciation, allowed under this policy?
    4. What about holiday luncheons and other employee celebrations?
    5. What about birthday celebrations or 'showers'?
    6. When are itemized receipts required? The Procard Transaction Log also requests original receipts. Where should I file the original receipt
    7. What if a detailed receipt is not available?
    8. Is the cost of a meal handled differently when a guest is the spouse or partner of a UTSA guest or UTSA host, such as the President's Scholarship and Awards Dinner?
    9. Our office purchases holiday gift baskets as a thank you for all the support we receive from various offices. Do we need to discontinue this practice?
    10. We send holiday cards to internal constituents as well as external constituents. If we continue with the practice of purchasing holiday cards and sending them to internal constituents, does the Appropriate Administrator need to pay for those from his personal monies?
    11. An employee has submitted an itemized restaurant bill that contains sales tax. Isn't UTSA tax-exempt?
    12. Are luncheons associated with performance feedback allowable under this policy?
    13. Is it allowable to have five people attend a dinner for a prospective employee?
    14. What are allowable business meetings?
    15. The BEF is supposed to be attached to the travel voucher if entertainment expenses were incurred while the employee was on travel status. Does that mean the expenses are included in the VP5 or is a separate VP2 generated and all documents sent forward to disbursements together? Also, waiting for the expense form to be routed, completely signed and returned may delay the travel voucher.
    16. Currently, I complete a BEF for all events serving food and pay either by Procard, VP2 or PO. They both route to my supervisor as the Administrator. If he/she is a requestor, all of the paperwork routes to his/her supervisor. Is it correct that this routing will not change?
    17. Has a formal training class been established on the requirements of this policy?

    1. How does a traveler pickup their Travel Advance Card (TAC) and/or Corporate Liability Individual Billed Account (CLIBA) card before their trip?

      DTS will email the traveler when the TAC and/or CLIBA card is ready for pick up in-person at either Fiscal Services' office (Main and Downtown Campus), or at the DTS office located at University Heights (UH). Travelers must present a valid photo ID upon pick up and cannot send a proxy.

      Travel card requests should be sent to DTS at least 10-business days prior to the travel departure date.

      NOTE: The Travel Cards and Travel Advance FMOGs and related forms are currently being revised to include the additional travel card pick up options. If you use the old forms, you must specify the card pickup location.

    2. How does a traveler return a TAC upon returning from a trip, or a CLIBA card that has been canceled?

      TAC: As a reminder, TAC's that are embossed with the traveler's name may be retained by the cardholder or administrative department if it will be used again by the cardholder for future travel. See the Activating and Safeguarding Travel Cards section of the Travel Cards FMOG for details.

      • If the TAC is not issued in the name of the traveler, then the traveler or proxy should cut the card in half and attach it to the Travel Reimbursement/Settlement (TRS) form that is sent to DTS (in-person or campus mail).

      • If the TAC is embossed with the traveler's name and will not be retained by the cardholder/department, then the traveler or proxy should cut the card in half and return it by:

        • Attaching to the Travel Reimbursement Packet that is sent to DTS (in-person or campus mail).

        • Returning in-person to either Fiscal Services' office (Main or Downtown Campus) or the DTS office located at University Heights (UH).

      CLIBA: Canceled CLIBA cards should be cut in half, attached to a completed Travel Card Maintenance (TCM) form and returned in-person to either Fiscal Services' office (Main or Downtown Campus) or the DTS office (in-person or campus mail) located at University Heights (UH). For more information, see Canceling a Travel Card, a section of Travel Cards FMOG.

      NOTE: The Travel Cards FMOG is currently being revised to include the additional travel card return options.


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    3. Now that the Disbursements and Travel Services department is located at University Heights, are there any other options for submitting documents for processing?

      Although we would like to accommodate scanned copies of all supporting documentation, at this time we require certain original documents as an audit trail to assure the reimbursement is not being requested more than once. See the list below for details:

      Receipts: Original receipts are required to process a payment/reimbursement to an individual — via Purchase Order Payment Request (VP1), Payment Voucher (VP2) or Payment of Travel Request (VP5) in DEFINE — and must be submitted via campus mail or in-person to DTS for processing. Departments must also attach related DTS forms and other supporting documentation when submitting original receipts.

      EXAMPLE:

      • If requesting reimbursement for travel related expenses, a Travel Reimbursement/Settlement (TRS) form and supporting documentation must be submitted.

      • If requesting reimbursement for business related hospitality and entertainment expenses, a Business Expense Form (BEF) and supporting documentation must be submitted.

      Vendor Invoices: Vendor invoices are required to process a payment to a vendor (via VP1) and can be sent to DTS via U.S. mail (if mailed by vendor), campus mail, fax or email (scanned copy).

      Other: All other documentation must be sent to DTS in-person or via campus mail, such as wire transfer requests and Interdepartmental Transfers (IDT).

    4. How will I pick up a check (travel related or other payment/reimbursement check)?

      We strongly encourage all staff, faculty and vendors to setup direct deposit for all payroll and non-payroll related payments and reimbursements. To setup or make changes to an existing direct deposit authorization, you must complete a Direct Deposit – Non-Payroll form and send it to DTS for processing.

      NOTE: Travel advance checks are issued as an exception when approved by the Assistant Controller or designee for extraordinary circumstances. We prefer that travel advances be issued via direct deposit or TAC.

      If a check has been processed, the payee will be notified to pick up the check at any Fiscal Services' office or at the DTS office located at University Heights (UH). The payee must present a valid photo ID upon pickup. A proxy may pick up a check; however, they will be required to present a valid photo ID and sign for receipt of the check on behalf of the payee.

      Please note the following check processing deadlines (i.e. daily check runs). Payment vouchers (processed in DEFINE) must be final approved and supporting documentation must be received prior to the times listed below.

      • If received/final approved before 7am: Check will be available the same business day at DTS or either Fiscal Services (Downtown or Main Campus) after 3pm.
      • If received/final approved by noon: Check will be available the following business day at DTS or Fiscal Services (Downtown or Main Campus) office after 12:00 (noon).
      In the event of an emergency, the check maybe picked up at University Heights, upon sufficient advance notification to the DTS Office.

      NOTE: The travel FMOGs (section 9) and related forms are currently being revised to include the additional check pickup options. If you use the old forms, you must specify the card pickup location.


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    5. What is the difference between the Travel Advance Card (TAC) and Corporate Liability Individual Billed Account (CLIBA) card?

      Feature TAC CLIBA
      Card type and credit limit Debit card - predetermined credit limit based on an approved Travel Advance Request form. Credit card – predetermined credit limit based on estimated monthly requirements as approved by Financial Affairs.
      Access Limited Access: Card requires activation by DTS and remains active until trip return date. Unlimited access: After one time activation by cardholder.
      Allowable Expenses
      1. Meals and incidental expenses (M&IE)
      2. Lodging
      3. Transportation
      4. Mass transit (i.e. bus, taxi, subway, train or other commercial transportation company and appropriate trips)
      5. Car rental and fuel
      6. Airfare
      7. Parking and tolls
      8. Registration (conference, training course)
      9. Other expenses (see Other Expenses, a section of the Travel Reimbursement FMOG for examples)
      1. Lodging
      2. Transportation
      3. Mass transit (i.e. bus, taxi, subway, train or other commercial transportation company and appropriate trips)
      4. Car rental and fuel
      5. Airfare
      6. Parking and tolls
      7. Registration (conference, training course)
      8. Other expenses (see Other Expenses, a section of the Travel Reimbursement FMOG for examples)

       

    6. Does the TAC or the CLIBA card require a Personal Identification Number (PIN) be used to complete a purchase?

      TAC: No, however, the card must be activated by DTS before it can be used to complete purchases for allowable expenses. The cardholder may be responsible for charges made against lost cards. For more information, see Activating and Safeguarding Travel Cards, a section of the Travel Cards FMOG.

      CLIBA: No, however, the card must be activated by the cardholder before it can be used to complete purchases for allowable expenses. For more information, see Activating and Safeguarding Travel Cards, a section of the Travel Cards FMOG.

      DTS does provide TAC and CLIBA cardholders with a four-digit PIN that is used when calling Citibank to obtain card account information. See Citibank Customer Service and Online Account Access, a section of the Travel Cards FMOG for details.
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    7. What limits are there on obtaining additional travel advances prior to requesting reimbursement for a completed trip?

      A traveler with an outstanding travel advance must settle the outstanding travel advance before a new advance will be authorized. The traveler may expedite this process by attaching a completed Travel Reimbursement Packet for the recently completed trip to any additional travel advance requests.

      If the traveler requires multiple travel advances for a given month, then we recommend the traveler apply for a CLIBA card. If the traveler also requires a Travel Advance Card (TAC) to pay for meals and incidental expenses (M&IE) that are not allowed on a CLIBA card, they should contact DTS for assistance.

    8. My advance exceeded the total amount due to me for my travel. How do I repay the university?

      Travelers are required to timely settle the reimbursement owed to the university when an advance was received in excess of their authorized expenses.

      A check, money order or official check be made payable to UTSA should be deposited at either Fiscal Services' office (Main or Downtown office). The traveler must complete a Deposit Transmittal Form and attach the deposit receipt to the Travel Reimbursement Packet that is sent to DTS (in-person or campus mail).

      As an alternative, the traveler may attach the check, money order or official check to the Travel Reimbursement Packet that is sent to DTS, but this method should be restricted to travel settlement brought in-person to DTS.

      If returning excess travel funds via cash, the traveler must visit Fiscal Services (Main or Downtown Campus) and complete a Deposit Transmittal Form. Fiscal Services will provide a receipt that must be attached to the Travel Reimbursement Packet.

      NOTE: The Travel Reimbursement FMOG is being revised to include the additional check return locations.

    9. Why did UTSA adopt a hospitality and official occasion policy?

      UTSA adopted a formal policy to address an outstanding audit finding and to instill fiscal stewardship and consistency in our practices. IRS requires an 'accountable plan' to document that the hospitality expenditure:

      -has a business connection – the UTSA employee has paid or incurred deductible expenses while performing services for UTSA;

      -is substantiated with receipts; and

      -is accounted for within a reasonable period of time.

      Expenses not meeting these conditions are taxable income to the employee. IRS also requires adequate documentation of the Business Purpose: the business benefit gained or expected to be gained. For entertainment, the nature of the business discussion or activity and the date, place, nature, and duration of the business discussion, and the identities of the persons and relationship, who took part in both the business discussion and the entertainment activity must be documented.

      Also, because only certain sources of funds are appropriate for entertainment and hospitality, the policy is intended to avoid circumstances that do not allow incurred expenses to be reimbursed.

    10. Does this policy apply to staff only, or to all of the special events for RoadRunner Days and Homecoming? What about programs like TRIO?

      Hospitality at official student events or student oriented meetings is allowed. The documentation and reimbursement for any special program including those with granting agency authority to purchase food, meals, etc. must follow these procedures for consistency and compliance with IRS regulations.

    11. Are special events such as Convocation and Advisor's Appreciation, allowed under this policy?

      Convocation and other official occasions of importance to the campus are part of the tradition of a university. Events to promote academic traditions, accomplishments, and pride for the UTSA community are normally considered a bona fide business purpose.

    12. What about holiday luncheons and other employee celebrations?

      As with any hospitality expense, the business purpose must benefit UTSA's mission. Holiday luncheons and related celebrations may be allowable if the business purpose and documentation supports the benefit gained by the institution, for example, employee morale and team building; recognition of goal achievement; or employee appreciation.

      Additionally, the funding must be representative of the expenditure: an official occasions' account (funds are sourced from interest earnings and judiciously allocated to each Vice President) versus operating budgets funded by designated tuition or fees.

      Expenses should consider fair and consistent treatment among employees, and 'the front page test' – will it seem appropriate to stakeholders that UTSA pay for the event?

      Retirement parties or celebrations honoring employees who leave UTSA are allowed provided the employee has had a minimum of five years of service.

    13. What about birthday celebrations or 'showers'?

      Birthdays, baby or wedding showers and related types of events that single out an individual are not allowed and such costs are typically borne 'out of pocket.'

    14. When are itemized receipts required? The Procard Transaction Log also requests original receipts. Where should I file the original receipt?

      Receipts are always necessary. When shopping at retail or grocery stores itemized receipts are always required to show what items were purchased.
      The IRS requires adequate evidence to show the amount, date, place and essential character of the expense. A restaurant receipt is enough to prove an expense for a business meal if it has all of the following information:

      • The name and location of the restaurant
      • The number of people served
      • The date and amount of the expense
      • If a charge is made for items other than food and beverages, the receipt must show that this is the case.

      Our policy requires that meal (restaurant) expenditures totaling $75 or greater require itemized receipts to determine appropriateness. When using a Procard for such expenses, file the original receipts with the business entertainment expense form and retain copies with the ProCard files noting the location of the original receipts.

    15. What if a detailed receipt is not available?

      In limited circumstances, after an attempt to produce a duplicate receipt, the event host may write a Declaration of Missing Evidence form to describe the hospitality expense incurred, whether alcohol was included, the statement of reason for not having the receipt, and certification that the information is true and accurate. Repeated requests to the same individual without required documentation may be denied.

    16. Is the cost of a meal handled differently when a guest is the spouse or partner of UTSA guest or UTSA host, such as the President's Scholarship and Awards Dinner?

      The cost of meals associated with the spouse or partner's attendance at an official UTSA event may be reimbursed provided their attendance serves a bona fide UTSA business purpose.

    17. Our office purchases holiday gift baskets as a thank you for all the support we receive from various offices.  Do we need to discontinue this practice?

      Again, there must be a business purpose for the expense. A companion policy on gifts is currently being completed and will require that any gift to an employee not be cash or cash equivalent (or it is subject to taxation and must be processed through payroll), and be less than $100.

    18. We send holiday cards to internal constituents as well as external constituents.  If we continue with the practice of purchasing holiday cards and sending them to internal constituents, does the Appropriate Administrator need to pay for those from his personal monies?

      Holiday cards should be sent to serve a bona fide business purpose – for example, development or employee appreciation and should generally be limited to executive level employees who are officially acting on behalf of UTSA and the division/college.

    19. An employee has submitted an itemized restaurant bill that contains sales tax. Isn't UTSA tax-exempt?

      UTSA's tax-exempt status does not apply to restaurant charges. Provided the restaurant expense is otherwise allowable under the hospitality policy, the entire amount would be reimbursed.

    20. Are luncheons associated with performance feedback allowable under this policy?

      No.

    21. Is it allowable to have five people attend a dinner for a prospective employee?

      Each Vice President should establish internal guidelines for what is reasonable under the circumstance. Allowable expenses must be reasonable and appropriate to the occasion.

    22. What are allowable business meetings?

      There must be a bona fide business discussion taking place. Examples include retreats, orientations, advisory groups, and committees.

    23. The BEF is supposed to be attached to the travel voucher if entertainment expenses were incurred while the employee was on travel status. Does that mean the expenses are included in the VP5 or is a separate VP2 generated and all documents sent forward to disbursements together? Also, waiting for the expense form to be routed, completely signed and returned may delay the travel voucher.

      This process has not changed. Two electronic documents are required to be entered in DEFINE – one for the travel reimbursement, the VP5 (with the entertainment expense noted but excluded from reimbursement) and a VP2 for the entertainment expense that is associated with the travel. *NOTES* should be entered in the associated VP2 and VP5 electronic vouchers by the document creator to cross reference the two vouchers. The BEF is then attached to the VP2 along with the voucher cover sheet and all receipts. You may submit both vouchers together, and the VP2 will be routed to Disbursements staff, and the VP5 to Travel staff that will compare the two vouchers to assure that the traveler did not also claim per diem for the meal(s) that is/are being claimed on the entertainment voucher.

    24. Currently, I complete a BEF for all events serving food and pay either by Procard, VP2 or PO. They both route to my supervisor as the Administrator. If he/she is a requestor, all of the paperwork routes to his/her supervisor. Is it correct that this routing will not change?

      Generally speaking, yes. The routing will only change if:
    • The Event Host (individual certifying payment) is also the Administrator, then it must route to their supervisor who must be at the level of Assistant/Associate Dean, Assistant/Associate VP, VP or above; or

    • The Administrator is not at the level of Assistant/Associate Dean, Assistant/Associate VP, VP or higher; or

    • The per person, or per event limit is exceeded and then requires VP Business Affairs approval; or

    • Other exceptions to the policy require a vice presidential signature.

    1. Has a formal training class been established on the requirements of this policy?

      Disbursements and Travel Services (DTS) administer the UTSA Business-Related Hospitality and Entertainment Expenditures Policy (AM 0553) training class. See the Training & Development website for the class schedule, including registration.




 

 

 

 

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