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Disbursements & Travel Services

Learn the policies and procedures for processing non-purchasing order vouchers, travel advances, travel reimbursements, and business related hospitality and entertainment expenses.

Processing Non-PO Vouchers Using UTShare/Peoplesoft

Description
You will learn compliance guidelines and instructions on creating, processing and scanning documentation for a Non-PO Voucher in UTShare/Peoplesoft.
Objectives
After completing this class, you will be able to:
  • Define accounts payable terminology and concepts
  • Identify compliance rules and process
  • Explain workflow process and scanning processes
  • Review the operational guidelines.
  • Distinguish between the roles and responsibilities of requesters
  • Recall the guidelines for creating and managing a Non-PO Voucher
Audience
Administrative staff are encouraged to complete this course if it relates to their job duties.
Job Aids
Travel Advance Process

Description
You will review guidelines and step-by-step instructions on completing a travel advance request form.
Objectives
After completing this class, you will be able to:
  • Identify requirements, eligibility and settlements for traveling
  • Identify the types of travel advances
  • Complete a cash advance in the travel and expenses module
  • Create and modify an advance in UTShare/PeopleSoft
Audience
Travelers, administrative staff who complete travel paperwork, and administrators who approve paperwork.
Job Aids
Travel Reimbursement Process

Description
This course is designed to provide instructions and guidelines about the general travel reimbursement process at UTSA. UTSA travelers, creators and approvers will gain an understanding on their roles and responsibilities in the reimbursement process for travel and non-travel related expenses, as well as the processing of the different electronic documents necessary to authorize, certify, settle and reconcile employee expenses.
Objectives
After completing this class, you will be able to:
  • Recognize and apply general travel rules and regulations
  • Create and approve a travel authorizations in PeopleSoft
  • Create, certify and approve expense reports to settle travel and non-travel related expenses
Audience
Travelers, administrators who approve paperwork, administrative staff who process travel documents and reimbursements on behalf of UTSA travelers.
Job Aids
Business Related Hospitality and Entertainment

Description
You will gain an understanding of restrictions and procedural requirements governing the manner and extent to which university funding may be expended for business-related entertainment/hospitality as outlined in the policy.
Objectives
After completing this class, you will be able to:
  • Review the authorities associated with hospitality and entertain expenditures
  • Identify types of business related hospitality and entertainment expenditures
  • Recognize allowable expenditures
  • Review student oriented special programs and events
  • Describe the allowable funding sources for entertainment
  • Explain the maximum allowable per person expenditure limits
  • Distinguish between the disallowed expenditures and exceptions
  • State the alcohol restrictions
  • Apply the reimbursement procedures including supporting documentation
  • Complete and certify the Business Expense Form (BEF)
  • Utilize account IDs for BEF
  • Recognize the responsibilities for AVP of Financial Affairs, Disbursements and Travel, and Purchasing and Procurement Services
  • Revise incomplete BEF’s and errors
Audience
Administrators, principle investigators (PIs), faculty, staff, etc.
Job Aids
Travel Authorization Workflow

Description
This course provides general instructions and guidelines to UTSA department travelers, creators and approvers of the changes that came about with the implementation of Travel and Expense (T&E) workflow. This course addresses the Travel Authorization (TA) process.
Objectives
After completing this online class, you will be able to:
  • Process a travel authorization
  • Review departmental budgets for travel funding
  • Utilize approval workflow for travel authorization
  • Identify required documentation to be attached
Audience
Administrators and those responsible for creating and approving travel requests.
CTP Corporate Travel Planners Concur Online Reservation Tool and Travel Arrangers / Guest Travel

Description
You will receive a demonstration of the Concur online booking tool. You will learn how to log in, set up a profile, purchase airfare, and secure hotel and car rental reservations. Concur is the one stop shop experience for purchasing airfare, reserving a hotel and car rentals.
Note: This training is conducted by a Corporate Travel Planner travel agent. This is a new class where two previous classes were combined: AM0576 & AM0577 .
Objectives
After completing this class, you will be able to:
  • Identify and utilize the contracted UT System-wide travel agencies
  • Recognize the advantages of using Concur
  • Use appropriate navigation within Concur
  • Set up profiles in Concur
  • Book airfare and reserve hotel and car rentals
Audience
UTSA staff who travel and/or make travel arrangements for others.
CTP Corporate Travel Planners Concur Online Reservation Tool and Travel Arrangers / Guest Travel (Webinar)

Description
You will receive a demonstration of the Concur online booking tool. You will learn how to log in, set up a profile, purchase airfare, and secure hotel and car rental reservations.
Note: This training is conducted by a Corporate Travel Planner travel agent. A registration link will go out to enrollees 24 hours in advance.
Objectives
After completing this class, you will be able to:
  • Identify and utilize the contracted UT System-wide travel agencies
  • Recognize the advantages of using Concur
  • Use appropriate navigation within Concur
  • Setup profiles in Concur
  • Book airfare and reserve hotel and car rentals
Audience
UTSA staff who travel and/or make travel arrangements for others.
Approval Workflow Process: Non-Purchase Order Vouchers

Description
Learn how to process and route non-purchase order vouchers, as a creator and approver, using UTShare/PeopleSoft.
Objectives
After completing this online class, you will be able to:
  • Understand workflow terminology, concepts and navigation for non-PO vouchers in UTShare/PeopleSoft
  • Identify the roles and responsibilities with the non-PO workflow process
  • Apply the non-PO workflow approval process requirements to documents created in UTShare/PeopleSoft
  • Identify when and how to approve, deny or push back workflow functionality
Audience
Administrative staff, staff (non-admin)
Job Aids
Expense Report Workflow

Description
Get instructions and guidelines for processing travel and non-travel related expense reports, based upon your role as a traveler, creator or approver.
Objectives
After completing this online class, you will be able to:
  • Create an expense report (creator)
  • Review and certify expenses for a trip reconciliation (traveler)
  • Utilize the appropriate processes and procedures for approving an expense report (approver)
Audience
Administrative staff, faculty, staff (non-admin)
Job Aids
Contact Us
Email: disbursements.travel@utsa.edu
Phone: 210-458-4213
Fax: 210-458-4829
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