Business Procedures Tips
Travel
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When a work study employee exhausts their work study allocation and you are processing an HRMS document to end their assignment because they are out of work study funds, the reason code is Loss of Eligibility. If Loss of Eligibility is not used in this type of separation, the documents have to be returned to the original creator.
UTSA has prohibited the use of 12- and 15-passenger vans for off-campus use for all parties, including as rentals. Pages 11-12 of http://www.utsystem.edu/policy/policies/uts157.html provide additional information.
When university employees are being reimbursed for travel or for an expenditure, Disbursements and Travel Services will be copying the employee to be reimbursed on email correspondence about the reimbursement. This should facilitate communication about the reimbursement between Disbursements and Travel Services, the employee being reimbursed, and the business staff in the department.
In the normal course of business, from time to time, there may be an expense incurred by an employee other than the traveler. If this happens, please include a BEF along with the reimbursement to document why someone other than the traveler is claiming reimbursement for that expenditure.
An example could be if a coach finds a low airfare for a student-athlete recruit and books the ticket to save money. A BEF would need to accompany the VP2 to reimburse the coach.
Please stay updated with changes to Travel Management policies by visiting the Travel website on www.utsa.edu/travel/ prior to making arrangements for upcoming official travel.
When processing return travel vouchers, please use this version of the Travel Voucher Cover Sheet. Please include the reason for travel (business purpose) on the cover sheet.
Non-student Requests for Travel Authorization (RTAs) should only be done as VE5 documents in DEFINE. Paper documents should only be used for Student Requests for Travel Authorization. All faculty and staff travel should be done as a VE5. Instructions can be found on: http://utsa.edu/travel/ve5.pdf
On VE5/VE6 documents for electronic request for travel:
VE5s/VE6s must have final approval before submitting request for travel advances.
If a travel advance is being used, encumber only the funds to be reimbursed to the traveler upon return.
No pre-paid expenses should be encumbered. These should be listed in the notes.
A $100 minimum threshold is recommended for travel advance requests. Advances for amounts less than $100 create inefficiencies due to the amount of processing and approvals behind the scenes for all travel advances.
With the new decentralized travel procedures in Student Affairs, RTAs will route to the account owner (department head) for final approval. Payment vouchers and VP5s will route through the account owner to Travel.
Exceptions are:
Directors/Department Heads documents will route to the AVP
AVP documents will route to VPSA
Staff whose travel is being funded by another department's account will additionally need the DEFINE approvals from the funding account(s) administrator(s)
The new University of Texas at San Antonio Non-Payroll Direct Deposit (Automatic Authorization Agreement (Credit) form preferred by the Disbursement for travel advances and/or reimbursements can be found in Microsoft Outlook, Public Folders, Forms, Travel. (PDF copy of form)
This form and support document (voided check or a copy of an account number card or deposit slip) is completed and sent to Dorothy Cheatham, Disbursement, for processing.
If it is submitted and processed before the VE5 is created, the correct vendor ID can be chosen at the time the VE5 is created. This will then allow for the VP5 to actually be a direct deposit at the final stage in Disbursement.
It will also allow for the travel advance to be a direct deposit as well. Those with travel advances still have to sign the promissory note regardless of it being a direct deposit or a check.
Note: Tip submitted by Margaret Black, Student Health Services. If you have a Business Procedures Tip, please email Bob.Miller@utsa.edu.
<< Back to the Business Procedures Tips Archive
Have a Business Procedures Tip to share? Please send it to Bob Miller.