Transcript Disbursements & Travel Services Office Travel Updates January 18, 2012 Car Rentals • State Comptroller’s Office has extended contracts with Avis and Enterprise until May.

Disbursements & Travel
Services Office
Travel Updates
January 18, 2012
Car Rentals
• State Comptroller’s Office has extended contracts with
Avis and Enterprise until May 31, 2012.
• Allows the addition of other brand name rental car
locations at same established rates:
Avis: adds Budget Car Rental locations
– Offers the Budget Fast Break Program
» Separate from the Avis Preferred Program
» Requires State of Texas contract identifier:
F999743
Car Rentals (continued)
• Enterprise adds National Car Rental locations:
• Emerald Club – expedites service
» Bypass rental counter (Emerald Aisle or
Emerald Reserve )
» Vehicle selection at the mid-size rate
» Requires enrollment
– Requires Emerald Club number at the time of
rental and State of Texas contract Identifier for
UTSA TX743
Car Rentals (continued)
• Motor Vehicle Rental Exemption Certificate
– State Comptroller requires certificate be presented
when paying for car rental with a state-issued
“Citibank” travel credit card or personal credit card.
Reminders:
– Direct Bill is not allowed with any of the State Contracted Car
Rental Agencies or Travel Agencies
– Always use the State of Texas contract identifier, otherwise state
contract rates are not guaranteed.
Travel Advance
for the Benefit of a Student
• Student Advance Responsible Party
– Must be a University employee
– Must complete and submit Travel Advance Request (TAR)
• 10 business days before travel begins
– Method of payment
• Preferred method is via a Travel Advance Card (TAC) in
student’s name
• Direct deposit is allowed, but must be deposited into student
advance responsible party’s bank account
• Check – exception only
Travel Advance
for the Benefit of a Student
– Responsible for pick up and distribution of TAC to
students
– Responsible for ensuring TAC card is paid upon
receipt of statement, even if travel has not been
completed
– Responsible for clearing travel advance
– Responsible for completing the Travel
Reimbursement/Settlement Form (TRS)
Travel Advance Card (TAC) Updates
Effective immediately:
• TAC cards will be issued only with the traveler’s
name embossed
• TAC must be paid monthly upon receipt of Citibank
statement, even if travel has not been completed
• TAC amount must be in whole dollars
Travel Advance Card (TAC) Updates
• If travel has not yet begun or been completed:
• Department authorized individual will review monthly
charges on the Citibank TAC credit card statement
• Sign and date the statement authorizing payment
• Forward the authorized statement to DTS for processing
with attached supporting documentation, when
applicable per the Travel Reimbursement Operational
Guideline
Travel Advance Card (TAC) Updates
• DTS will complete voucher to remit to Citibank
• TAC must be settled by completing the Travel
Reimbursement/Settlement form
• DTS will monitor and contact traveler if TRS form
has not been submitted 30 days from the date travel
has ended
Reminder: TAR must be submitted 10 business days before
the first day of travel
CLIBA Travel Card Reminders
• Citibank travel card payments must be paid monthly
even if travel has not started or been completed
• Request for Travel Authorization (RTA) number should
be included on credit card statement
• TRS form should include amounts paid with the CLIBA
card
• TRS form is submitted once travel has been completed
Travel FMOG Training
• Travel Advance - AM 571
• Travel Card - AM 573
• Travel Reimbursement Process – AM 574
Note: Announcements will be made by Training and
Development once the classes are open for
registration.
Announcements
Effective January 2, 2012
• Procard Office joins the Controller’s Office
• New Name
– Procard/Travel Card Administration Office (PTCA)
Location: University Heights (UH)
Building 2, Ste 1.216
email: [email protected]
Fax: 210-458-4849
Staff: Lisa Bixenman, ext. 7993
Anne Jackson, ext. 4059