Transcript Travel Forms

Texas Woman’s University
T R AV E L F O R M S
OCTOBER 6, 2015
Individual Employee Travel
 What forms do I need to complete?
 Request for Travel Authorization (RTA)
Completed PRIOR to making travel arrangements
 Must obtain appropriate signatures
 The traveler’s supervisor and the account approver
 ORSP if using a grant account
 The Chancellor if foreign travel (except Canada, Mexico)


Travel Voucher
Completed AFTER you return from your trip
 Provides detailed breakdown of your expenses
 Itemized receipts are required
 Meal receipts not required unless traveling out of the country
 Must obtain appropriate signatures

Individual Employee Travel, con’t
 What must occur to process payment
 There is TRAVEL money in the account
 Completed RTA, travel voucher and all required receipts must be
received by Procurement Services within (60) days after the last
date of travel
 Other forms:
 Mileage log – if NOT using Google maps
 State Occupancy Hotel Tax Exemption
 Justification of Mileage vs Airfare
 Contract Travel Vendor Exceptions Form
Individual Employee Travel - Pain Points
 Out-dated forms
 Handwritten forms
 Incomplete forms
 Incorrect signatures (account approver, supervisor)
 Inconsistency between the RTA and Travel Voucher
 Any questions or concerns?
Student Travel
 Individual Student Travel – student traveling alone
 Complete a Check Request form
 Attach all receipts
 Student Group Travel – TWU employee traveling with a
group of students

Submit a Student Group Travel Card Request Form at least 10
business days prior to the trip
Purpose of trip
 People traveling
 Estimated expenses
 Signatures – traveler and department head


Receive a “Trip Card” to pay for expenses
Student Travel, con’t
 What must occur to process payment
 Individual student
Appropriate signatures on the Check Request Form
 All itemized receipts
 Submit to Procurement Services after completion of travel
 There is M&O money in the account
 Submit Student name and address


Student Group Travel
Cost allocation in GCMS
 Submit cost allocation (expense report) and all receipts to Procurement
Services no later than 7 business days after the last day of travel

Student Travel - Pain Points
 Individual Student
 Out-dated forms
 Handwritten forms
 Student Group Travel
 Missing receipts
 Receipts don’t match the expense report
 Expense report does not provide any detail (dates, destination, etc.)
Air Travel
 Air Card Agreement (ACA) to obtain a new Air Card for
your department


Reconciler(s) must sign
Account Approver must sign
 PRIOR to making any travel arrangements an Air Travel
Authorization (ATA) must be completed


Account Approver must sign
Traveler must sign
 Provide travel itinerary to the reconciler of the air card
 Expenses are allocated in GCMS
 Expense report and ATA are sent to Procurement Services
Air Travel – Pain Points
 Out-dated ATA forms
 Handwritten forms
 Incomplete forms
 Information entered in GCMS does not match the
information on the ATA




Account number
Dates of travel
Destination
Business purpose
GCMS
 What is it?
 Citibank’s software (Global Card Management System)
 Expenses placed on the Air Card and Trip Card are
allocated in GCMS

Expenses are exported from GCMS and uploaded into Oracle
 Instructions for allocating costs is located on the
Procurement Services website in the Departmental Air
Card Forms and Instructions section

Bianca sends to employees getting a new card for the first time
along with card set-up instructions
Questions?