Transcript Travel and Vendor Set-up Reminders

Disbursements and Travel Services
Travel and Vendor Setup Reminders
FAR Meeting – October 15th, 2014
Travel Reminders
• Link Expense Reports to Travel Authorizations to
properly close out travel encumbrances
• Create Non-PO vouchers to pay expenses charged on
TAC cards (due 20th of month) and/or upon settlement of
travel expenses
• To finalize Travel Authorizations in UTShare/Peoplesoft,
users must click SAVE button and then SUBMIT button
to approve travel
• Full per diems are allowable for foreign travel which
include Mexico and Canada
Travel Reminders (cont’d)
• OCONUS (Outside Contiguous United States) per
diem rates updated as of October 1st
http://www.gsa.gov/portal/content/104877
• Blanket Travel: create travel authorization for 30
days. Travelers have 30 days upon return of trip to
settle travel. Because partial payments are not
available in T&E module, travel periods should be
processed for no more than 30 days to expedite
reimbursements to travelers.
Vendor Setup
• DTS creates, approves and updates vendor profiles
• Employee and individual files were not converted to
UTShare/Peoplesoft
• Complete SIF (Supplier Information Form) for vendor
setup. SIF consolidates IRS W9 and direct deposit
information.
• Non-Converted Vendors: DTS will setup if W9/direct
deposit forms were submitted within the last year
• Preferably submit SIF via campus mail (do not email)
• Two day turnaround for processing
Upcoming Training
Travel Advance Process (AM572)
10/22/14 9am-11:30am NPB1.416
11/4/14 9am-11:30am BV1.322DT
Travel Reimbursement Process (AM574)
10/29/14 9am-11:30am UC2.01.26
11/11/14 9am-11:30am BV1.322DT
• Business Related Hospitality and
Entertainment (AM553)
11/6/14
9am-11:30am
BV1.322DT
Upcoming Training (cont’d)
CTP: Concur Online Reservations(AM577)
10/21/14 9am-10am
BV1.322DT
11/18/14 9am-10am
UC2.02.12
CTP: Travel Training for Travel
Arrangers (AM577)
10/21/14 10:30am-11:30amUC2.01.26
11/18/14 10:30am-11:30amUC2.02.12
Upcoming Training (cont’d)
• Due to low enrollment, the trainings for
Processing of Travel Advances and
Reimbursements (PS 204.02) will be
converted to Drop-in-Labs (only applicable
for dates below) Rm. NPB 1.412
11/13/14 8:30am- noon
11/20/14 8:30am-noon
12/11/14 8:30am-noon
12/18/14 8:30am-noon
Resources:
• Travel Advance Guideline
http://utsa.edu/financialaffairs/opguidelines/2.9.2.html
• Travel Card Guideline
http://utsa.edu/financialaffairs/opguidelines/0111.html
• Travel Reimbursement Guideline
http://www.utsa.edu/financialaffairs/opguidelines/0109.html