Transcript Document

Travel Forms
Training
New Forms Overview
Definitions
 IBT- Individually Billed Travel Card- issued by the State
of Texas through Citibank. The IBT card is the preferred
method of payment for employee’s business related
travel expenses.
 Advance Travel Form - Advance notice is not required
for submission to the BSC unless advance services are
requested.
Helpful Hints
 An IBT should be utilized for pre-trip expenses. Reimbursement
to the traveler prior to the trip is allowable for any incurred
expenses (such as airfare and hotel deposits). Reimbursement
will be made through submission of a travel voucher and a copy
of the paid receipts (just as with any other voucher submitted
for processing). Once the trip is over, a travel voucher will need
to be submitted for the expenses incurred on the trip.
 When an IBT is used, an Advance Travel Form is not needed.
The only time the Travel area needs advance documentation is
if the traveler is requesting advance services. This form may be
used at the department level for approvals prior to purchase,
but Travel does not need a copy.
Helpful Hints-Continued
 Please do not use a voucher that has been saved to your
computer. This Travel Voucher is a Microsoft Excel form that
contains several formulas and hyperlinks. If you are not using
an up to date version, the reimbursement will not calculate
correctly. Return to the online form each time you need to
complete a voucher. Set it as a favorite in your internet
browser for one-click access!
 Supporting documentation is needed with all reimbursements:
• All receipts showing proof of payment
Great Features of the New
Forms
• All forms are self contained into one excel format:
• Data populates to all forms. For example: when you enter
the Traveler’s name on the Advance Travel Form it will
transfer over to the voucher as well.
• All UNT institutions will be using the same forms. The
Power of Attorney form and the Employee/Employer
Agreement will no longer be needed.
• For digital signatures, save forms in a .pdf format and
route.
Advance Travel Form
Advance Travel Form Crucial Fields
• Business Unit• Traveler Name• Purpose of Trip• Destination• Trip Dates-
• DeptID/ProjID-
Requesting Advance Services
The advance form
does not need to be
turned into Travel if
advance services are
not requested. The
estimated amount is
to assist with DeptID
holder approval for
the trip. The advance
total will not always
be the same as the
estimated amount.
Only employees who have applied for and been
denied an Individual Corporate Travel Card (IBT)
are eligible for Advance Services.
The NEW Travel Voucher
This form should be completed and submitted to [email protected] at the
conclusion of the trip to request reimbursement. It should be accompanied by all
receipts/backup documentation that support the expenses.
Start by checking the box
indicating which institution the
travel will be funded by.
Enter the traveler’s name. Please do not use
nicknames. If the traveler is an employee, please type
the name exactly as it appears in EIS.
Enter the traveler’s mailing address and job title. If
the traveler is an employee, make sure to enter the
mailing address exactly as it appears in EIS.
Enter the traveler’s headquarters. This is the
location in which the traveler reports to on a
daily bases.
Enter the date of departure and the date of
return in the “Trip dates” cells. The data from
these fields calculates the correct mileage rate
as well.
Enter the destination for the trip- a city and
state.
If you choose Team Travel, be sure to
complete the Team Travel Roster. Access that
portion of the voucher by clicking that tab in
the bottom of the Excel window.
NOTE: “Team Travel” is defined as travel
involving at least one student and at least one
full-time, benefits-eligible faculty or staff
member.
Enter your name in the “Prepared by” . Enter
the date the Travel Voucher is being completed.
Enter your office phone extension.
This is helpful when additional assistance is
needed when processing for payment.
Choose how the payment is to be delivered to the
traveler by using the drop down menu. It is
important that the travelers mailing address is
correct on the Human Resource record when
choosing the mailing option.
If the traveler has been set up for Electronic Funds
Transfer (“EFT”) payments through Procurement
Services you may skip this step. The payment will
be made electronically no matter which option is
chosen for check routing.
The EFT application can be found on the
bsc.untsystem.edu website. (This is a different
system than Payroll EFT and must be set up
separately.)
Enter the numbers of the funding sources (DeptID’s
and/or ProjID’s) that will fund the expenses for this trip.
NOTES:
• You may enter up to three, but at least one funding
source is required for processing.
• You may split the same expense among multiple
funding sources.
• Please be mindful when using ProjID’s (“Grants”)
and/or If you plan to use a state-funded DeptID on the
Travel Voucher, this may require additional approval.
Expenses that should be listed in the “Items to be reimbursed” section include:
• Any approved expense for which the traveler used personal funds and wishes to be
reimbursed.
• Also need to include any advance funds that were paid by the Travel section.
Expenses that should NOT be listed in the “Items to be reimbursed” section include:
• Any expense paid prior to the trip. If you have already been reimbursed for your airfare,
for example, do not list it again once you have returned from the trip.
• Any expense paid by departmental Purchasing Card.
• Any expense paid by an eProcurement requisition/Purchase Order.
• Any expenses paid for through CTP such as airfare, lodging deposit or car rental through
Enterprise/National.
Less Advance Received: This field is where you enter
the advance amount provided by
NOTES: To ensure that the traveler’s reimbursement
calculates correctly, include the total advance services
paid by Travel. Each advance purchased by the Travel
Team should also be listed in the appropriate areas of
the “items to be reimbursed/expensed” section as a
record of the expense.
LIMIT: Reduce total by this amount: If you wish to limit
the total reimbursement due to the traveler from this
DeptID/ProjID, enter the amount by which the total
should be reduced in these cells.
Total Reimbursement Due Traveler: These amounts
calculate automatically. The amounts displayed in
“Total Reimbursement Due Traveler” are the
differences between the amounts in the “Total Travel
Expenses” and “Less Advance Received” cells. The
total of all three cells in this area should represent the
amount of the reimbursement to the employee,
assuming all listed expenses are approved by the
required parties, and are accurate and compliant with
guidelines and policies.
NOTES: If the amounts in these cells are noted with
parentheses, they should be read as negative numbers.
This means the traveler owes money (typically for
unused advances). The traveler should submit the
Travel Voucher to [email protected] and
return the money as cash, check or money order to the
cashier’s area of the UNT Student Accounting office on
or the HSC Cashier’s office.
In the “Purpose of Travel” cell, enter reason
for the trip as it relates to University business.
In the “Duties Performed” area, record a
summary of the traveler’s activities and the
date(s) on which they occurred. If more room
is needed, click one of the “Continuation
sheet” tabs at the bottom of the Excel screen.
Enter the additional information in the “Record
of Transportation and Duties Performed” areas
on those pages just as you did on the main
page of the Travel Voucher.
NOTE: If the traveler performed the same
duties on consecutive days, you may put a
date range in the “Date” column rather than
duplicating the same entry multiple times.
in the “Mileage” column, record any mileage
for which the traveler requests reimbursement
on the same line as the date on which the
mileage occurred. It will then automatically
populate on the left side of the form.
Meals: Begin by entering each date of travel
in the column labeled “Date(s).” If more
room is needed, click one of the
“Continuation sheet” tabs at the bottom of
the Excel screen. Enter the additional
information on the left side of the
continuation sheet just as you did on the
main page of the Travel Voucher.
Lodging: Enter the actual lodging expenses
for each day in the corresponding cell of the
column marked “Lodging.” Include any
hotel related fees or taxes (except Texas
State Occupancy Tax) along with the other
hotel charges in this cell.
• If more room is needed, click one of the
“Continuation sheet” tabs at the bottom of
the Excel screen. Enter the additional
information on the left side of the
continuation sheet just as you did on the
main page of the Travel Voucher.
Don’t forget to submit all the meal and
lodging receipts with the Travel Voucher.
All theses calculations will move over to the
“ITEMS EXPENSED” columns on the left
hand side automatically.
Required Signatures:
Traveler Signature: By signing, the traveler certifies that all expenses
and other information on the voucher are a true and correct record of
the trip.
1st DeptID/ProjID holder Signature: By signing, the DeptID/ProjID
holder for the first fund listed on the Travel Voucher approves all
expenses listed for that fund.
Additional Signatures-Needed only when applicable:
2nd DeptID/ProjID holder Signature: By signing, the DeptID/ProjID
holder for the second fund listed on the Travel Voucher approves all
expenses listed for that fund.
Required: Only when there is a second fund listed on the Travel
Voucher.
Supervisor Signature: The Supervisor signature is not required by
the BSC. However a signature block for a Supervisor and/or other
required departmental signature has been provided for internal use
as needed.
NCAA Compliance Officer Signature: By signing, the NCAA
Compliance Officer for the Athletics Department certifies that all
expenses listed on the Travel Voucher comply with NCAA rules and
regulations.
Required: Only on certain Athletic team and recruiting Travel
Vouchers. Athletic department employees should check with their
departmental compliance support staff for more information
regarding when this signature is required.