Transcript PDF

Overview of Changes
Old
New
No reset button.
Reset button clears all form fields and
reverts form back to original state.
Enter up to four travel destinations.
Enter an unlimited number of travel
destinations.
Enter funding source and object code
for each expense type (in Section 3 –
Account(s) To Be Charged).
Deleted Section 3-Account(s) To Be
Charged. Funding source entered in
Section 3 - Expenses. Object codes not
required.
Student not eligible for travel
advance.
Student Advance Responsible Party
requests travel advance on behalf of
eligible student.
Mass Transit, Car Rental/Fuel,
Airfare, Parking/Tolls, Registration
and Other expenses completed
separately.
Consolidated into one expense type called
‘Transportation/Other’.
Overview of Changes (cont.)
Old
New
Each section must be completed in
sequential order.
Sections are independent of each other
and can be completed in any order.
User must delete all numeric fields,
even if section is de-selected or
unchecked (i.e. hidden) to be
excluded from all calculations.
All numeric fields are deleted once row is
deleted and/or section is unchecked (i.e.
hidden) and are not included in any
calculations.
Travel Advance Card (TAC) must be
picked up at DTS office.
Traveler has option of picking up TAC at
DTS or any Fiscal Services office.
No travel advance check option.
Travel advance check option available as
an exception only. If approved, traveler
selects:
• Check pickup option
• If in-person pick up, traveler may
designate proxy.
You may continue to the next slide, or click on a section below
for instructions specific to that section.
•Section 1 – Traveler
•Section 2 – Trip Information
•Section 3 – Expenses
•Meals (M&IE)
•Lodging
•Transportation/Other
•Student Athletic/Group Travel
•Charging Multiple Accounts
•Section 4 – Travel Advance Payment Method
•Section 5 - Certification
TIP: Form fields that require user entry are highlighted. Fields/steps that pre-fill or
contain calculations are italicized.
New: Requesting a travel advance on behalf of an eligible student. Complete steps below. For more
information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA
Business, a section of the Travel Advances FMOG.
1. Select Student Advance
Responsible Party. The Enter
student name(s) row appears.
TIP: Click button
to delete additional
row(s).
3. Enter the student’s full name. Separate multiple
students with commas.
TIP: Click button to add
more rows.
New: Travel Authorization is a 10 digit number and does not begin with TV……..
TRS Form
Note: Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types are
consolidated into one category called Transportation/Other.
TIP: Deselecting any of these radio buttons will erase all of the information that you
entered in that specific section in addition to hiding that section from view.
User must complete four additional fields in this section.
1. If your destination is in the U.S, including
Alaska, Hawaii and U.S. territories and
possessions, click checkbox.
3. Enter the GSA Per Diem Rate for
the destination city.
2. Enter destination
state/country, city.
4. Enter the total number
of business days spent
at destination city.
If applicable, Partial
Per Diem Rate
pre-fills.
GSA Advance Total pre-fills
IMPORTANT: If traveling within the U.S, including Alaska, Hawaii and U.S. territories
and possessions, you MUST select the Domestic checkbox to ensure the Partial Per Diem
Rate is calculated for each destination of your trip.
Note: User may enter additional destinations for each trip.
5. Enter the department authorized lower rate,
if applicable. The Destination Advance
Total field changes to reflect this amount
(not the GSA Advance Total).
7. If applicable, click
to delete row(s).
6. If the trip includes multiple
destinations, click the Add Destination
button to add an additional row(s).
Note: User must enter the funding source(s) for this expense.
6. If this expense will be charged to
multiple Chartfields, click the
Add Account button. See
Charging to Multiple Chartfields
for details.
M&IE Total prefills.
5. Enter the Chartfield information
that will be charged for this
expense.
Note: In addition to hotel name, user must also enter the city and state/country the hotel is located in.
User must enter the total estimated room and hotel tax charges and may enter additional hotels.
1. Enter the GSA lodging
rate for the destination
city, state/country.
2. Enter the daily/nightly
room rate for the
destination hotel.
4. Enter the total room
charge (excluding taxes).
5. Enter the total hotel taxes.
3. Enter the hotel name and
city, state/country.
6. If trip includes multiple
hotels, click the Add
Lodging button to add an
additional row(s).
New: User must enter the funding source(s) for this expense.
6. If applicable, enter additional hotel
information in additional row(s).
8. If this expense will be charged to multiple
accounts, click the Add Account button.
See Charging to Multiple Accounts for
details.
Total Hotel cost
field(s) pre-fills.
7. Enter the account number that will
be charged for this expense.
LODGING
TOTAL pre-fills.
IMPORTANT: If the room rate is greater than the GSA rate, the Room Rate Increase row appears.
1. Enter the total number of
nights at the higher rate.
4. Select the type of cost to
be avoided and the
estimated cost not incurred
as a result of staying at the
higher rate hotel.
2. Select the reason for
requesting the higher rate.
3. If additional expense was paid
from state funds, select
checkbox. The State Funds Cost
Itemization section appears.
Fields
prefill.
New: Consolidated multiple expense types into one section.
1. Select the expense type from the
drop-down menu.
2. Enter the total
amount.
3. Enter comments
(optional).
4. Click to add an additional
row(s), if applicable.
5. Click to delete row(s).
Note: Consolidated multiple expense types into one section.
6. Enter the Chartfield information to
be charged for these expenses.
7. If these expense will be charged to
multiple Charfields, click the Add
Account button. The Chartfield
previously entered in the Charge to
Chartfield is erased.
Note: Consolidated multiple expense types into one section.
8. Enter the Chartfield
information.
10.Click to delete row(s).
9. Enter the total amount for each
expense that will be charged to
each Chartfield.
IMPORTANT: The TRANS/OTHER TOTAL and
account total fields must match.
New: Expenses are grouped by funding source and expense type.
1. Enter the account number to be
charged for each expense type.
4. Click to
delete row(s).
5. If an amount is entered in the Other
expense type, then describe the expense
in the Comments field.
2. Enter the total amount for each expense type to
be charged to each account.
3. Click the Add
Account button to
add another account.
TAR: Method of payment will default to the individuals preferred payment selection in ESS.
The sum of each expense type pre-fills and the total travel
advance request appears in the TOTAL field.
TAC: Method of payment will default to the individuals preferred payment selection in ESS.
Select pick up location
IMPORTANT: TAC’s are issued in whole dollars
only and are rounded up to the nearest whole
dollar.
Activate card prior to travel (reserve
lodging, airfare, registration etc.)
Enter temporary activation dates
New: No changes made to this section. For instructions, see Completing the Travel Advance Request
(TAR), a section of the Travel Advances FMOG.
Questions?
Please email the DTS inbox with questions:
[email protected]
HELPFUL LINKS:
Travel Advance Guideline:
http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html
Travel Card Guideline:
http://www.utsa.edu/financialaffairs/opguidelines/0111.html
Travel Reimbursement Guideline:
http://www.utsa.edu/financialaffairs/opguidelines/0109.html