Disbursements & Travel Services Office Disbursements & Travel Services Office

Travel Updates/RemindersTravel Updates/RemindersJanuary 18, 2011January 18, 2011

Travel Updates/RemindersTravel Updates/RemindersJanuary 18, 2011January 18, 2011

Mileage Rate ChangeMileage Rate ChangeState Comptroller’s Office adopts IRS mileage rate changeState Comptroller’s Office adopts IRS mileage rate change• Effective January 1, 2011Effective January 1, 2011

– .51 cents per mile.51 cents per mile• September 1, 2010 to December 31, 2010September 1, 2010 to December 31, 2010

– .50 cents per mile.50 cents per mile

State Comptroller’s Office adopts IRS mileage rate changeState Comptroller’s Office adopts IRS mileage rate change• Effective January 1, 2011Effective January 1, 2011

– .51 cents per mile.51 cents per mile• September 1, 2010 to December 31, 2010September 1, 2010 to December 31, 2010

– .50 cents per mile.50 cents per mile

Mileage and Parking ReimbursementMileage and Parking Reimbursement• Mileage/Parking Log for Travel Reimbursement Form Mileage/Parking Log for Travel Reimbursement Form

can be processed thru Fiscal Services Officecan be processed thru Fiscal Services Office• Petty Cash Form is Petty Cash Form is notnot requiredrequired• Petty cash limit Petty cash limit does not does not applyapply• MapQuest documentation is MapQuest documentation is notnot required required• Applicable only for local travel within Bexar CountyApplicable only for local travel within Bexar County• Mileage reimbursement is allowed, if the traveler is Mileage reimbursement is allowed, if the traveler is

dropped off or picked up at the airport on departure dropped off or picked up at the airport on departure and arrival dates to avoid paying airport parking fees. and arrival dates to avoid paying airport parking fees.

• Mileage/Parking Log for Travel Reimbursement Form Mileage/Parking Log for Travel Reimbursement Form can be processed thru Fiscal Services Officecan be processed thru Fiscal Services Office

• Petty Cash Form is Petty Cash Form is notnot requiredrequired• Petty cash limit Petty cash limit does not does not applyapply• MapQuest documentation is MapQuest documentation is notnot required required• Applicable only for local travel within Bexar CountyApplicable only for local travel within Bexar County• Mileage reimbursement is allowed, if the traveler is Mileage reimbursement is allowed, if the traveler is

dropped off or picked up at the airport on departure dropped off or picked up at the airport on departure and arrival dates to avoid paying airport parking fees. and arrival dates to avoid paying airport parking fees.

Lodging Per DiemLodging Per Diem• Lodging rate exceeds GSA per diemLodging rate exceeds GSA per diem

– Lodging Rate Increase Form is required when:Lodging Rate Increase Form is required when:• Processing a travel reimbursement voucher orProcessing a travel reimbursement voucher or• Travel Advance RequestTravel Advance Request

– Completion of the cost savings itemization section of Completion of the cost savings itemization section of the form is the form is requiredrequired when someone travels on state when someone travels on state funds (14 accounts) funds (14 accounts) http://www.utsa.edu/financialaffairs/Forms/travel/LodgingRateIncrease.pdf

• Lodging rate exceeds GSA per diemLodging rate exceeds GSA per diem– Lodging Rate Increase Form is required when:Lodging Rate Increase Form is required when:

• Processing a travel reimbursement voucher orProcessing a travel reimbursement voucher or• Travel Advance RequestTravel Advance Request

– Completion of the cost savings itemization section of Completion of the cost savings itemization section of the form is the form is requiredrequired when someone travels on state when someone travels on state funds (14 accounts) funds (14 accounts) http://www.utsa.edu/financialaffairs/Forms/travel/LodgingRateIncrease.pdf

Meal Per Diem RemindersMeal Per Diem Reminders• The General Appropriations Act from the 81The General Appropriations Act from the 81stst

Legislature changed the method for determining Legislature changed the method for determining maximum meal and lodging rates.maximum meal and lodging rates.

• State Comptroller's Office made the change effective State Comptroller's Office made the change effective September 1, 2009September 1, 2009

• Per Diem for meal and incidental expenses on travel Per Diem for meal and incidental expenses on travel dates is reimbursed at 75% of the daily per diemdates is reimbursed at 75% of the daily per diemi.e. daily per diem $71, travel date per diem is $53.25i.e. daily per diem $71, travel date per diem is $53.25

• The General Appropriations Act from the 81The General Appropriations Act from the 81stst Legislature changed the method for determining Legislature changed the method for determining maximum meal and lodging rates.maximum meal and lodging rates.

• State Comptroller's Office made the change effective State Comptroller's Office made the change effective September 1, 2009September 1, 2009

• Per Diem for meal and incidental expenses on travel Per Diem for meal and incidental expenses on travel dates is reimbursed at 75% of the daily per diemdates is reimbursed at 75% of the daily per diemi.e. daily per diem $71, travel date per diem is $53.25i.e. daily per diem $71, travel date per diem is $53.25

Meal Per Diem Reminders (cont)Meal Per Diem Reminders (cont)• UT Austin stopped updating Define when the State UT Austin stopped updating Define when the State

Comptroller’s Office adopted the GSA ratesComptroller’s Office adopted the GSA rates• When researching GSA per diem rates ensure the When researching GSA per diem rates ensure the

correct fiscal year is selected in the drop-down correct fiscal year is selected in the drop-down located in the top right-hand cornerlocated in the top right-hand corner

http://www.gsa.gov/portal/category/21287• View the Meals and Incidental Expenses (M&IE) for a View the Meals and Incidental Expenses (M&IE) for a

breakdownbreakdown

• UT Austin stopped updating Define when the State UT Austin stopped updating Define when the State Comptroller’s Office adopted the GSA ratesComptroller’s Office adopted the GSA rates

• When researching GSA per diem rates ensure the When researching GSA per diem rates ensure the correct fiscal year is selected in the drop-down correct fiscal year is selected in the drop-down located in the top right-hand cornerlocated in the top right-hand corner

http://www.gsa.gov/portal/category/21287• View the Meals and Incidental Expenses (M&IE) for a View the Meals and Incidental Expenses (M&IE) for a

breakdownbreakdown

Meal Per Diem Reminders (cont)Meal Per Diem Reminders (cont)• ReceiptsReceipts

– Lodging receipts are requiredLodging receipts are required– Meal per diem rates up to $75 are eligible for Meal per diem rates up to $75 are eligible for

reimbursement without receiptsreimbursement without receipts• Receipts for other expenses that are not included as Receipts for other expenses that are not included as

part of the per diem reimbursement (i.e., parking, part of the per diem reimbursement (i.e., parking, taxi, internet, airline baggage charges, etc.) should taxi, internet, airline baggage charges, etc.) should be included as supporting documentation.be included as supporting documentation.

• Complete a Declaration of Missing Evidence Form Complete a Declaration of Missing Evidence Form when a receipt is not available.when a receipt is not available.

• ReceiptsReceipts– Lodging receipts are requiredLodging receipts are required– Meal per diem rates up to $75 are eligible for Meal per diem rates up to $75 are eligible for

reimbursement without receiptsreimbursement without receipts• Receipts for other expenses that are not included as Receipts for other expenses that are not included as

part of the per diem reimbursement (i.e., parking, part of the per diem reimbursement (i.e., parking, taxi, internet, airline baggage charges, etc.) should taxi, internet, airline baggage charges, etc.) should be included as supporting documentation.be included as supporting documentation.

• Complete a Declaration of Missing Evidence Form Complete a Declaration of Missing Evidence Form when a receipt is not available.when a receipt is not available.

Travel Advance RemindersTravel Advance Reminders• Travel Advance requests are to be received at least 10 Travel Advance requests are to be received at least 10

business days prior to your departure datebusiness days prior to your departure date• Advance includes allowable expenses, provide details Advance includes allowable expenses, provide details

in Comments section of travel advance request formin Comments section of travel advance request form• Travel advances must be settled within 30 days of your Travel advances must be settled within 30 days of your

travel return date by completing the travel return date by completing the Local Funds Travel Local Funds Travel VoucherVoucher

• Per IRS regulations, advances not cleared in a timely Per IRS regulations, advances not cleared in a timely manner should be reported as income to the employeemanner should be reported as income to the employee

• Travel Advance requests are to be received at least 10 Travel Advance requests are to be received at least 10 business days prior to your departure datebusiness days prior to your departure date

• Advance includes allowable expenses, provide details Advance includes allowable expenses, provide details in Comments section of travel advance request formin Comments section of travel advance request form

• Travel advances must be settled within 30 days of your Travel advances must be settled within 30 days of your travel return date by completing the travel return date by completing the Local Funds Travel Local Funds Travel VoucherVoucher

• Per IRS regulations, advances not cleared in a timely Per IRS regulations, advances not cleared in a timely manner should be reported as income to the employeemanner should be reported as income to the employee

Helpful Reminders:Helpful Reminders:• Grant Funded TravelGrant Funded Travel

– Requires Office of Sponsored Programs (OSP) approvalRequires Office of Sponsored Programs (OSP) approval– Route to OSP first Route to OSP first

• Traveler cannot approve their own expenditures Traveler cannot approve their own expenditures – Electronically or on the paper formsElectronically or on the paper forms

• Travel Voucher ProcessingTravel Voucher Processing– Check the math before submitting paper documentsCheck the math before submitting paper documents– Define does not allow the DTS Travel Office to make any Define does not allow the DTS Travel Office to make any

changes to the VP5 travel reimbursement voucher, so the changes to the VP5 travel reimbursement voucher, so the vouchers must be returned electronically to the creator for vouchers must be returned electronically to the creator for changes.changes.

• Grant Funded TravelGrant Funded Travel– Requires Office of Sponsored Programs (OSP) approvalRequires Office of Sponsored Programs (OSP) approval– Route to OSP first Route to OSP first

• Traveler cannot approve their own expenditures Traveler cannot approve their own expenditures – Electronically or on the paper formsElectronically or on the paper forms

• Travel Voucher ProcessingTravel Voucher Processing– Check the math before submitting paper documentsCheck the math before submitting paper documents– Define does not allow the DTS Travel Office to make any Define does not allow the DTS Travel Office to make any

changes to the VP5 travel reimbursement voucher, so the changes to the VP5 travel reimbursement voucher, so the vouchers must be returned electronically to the creator for vouchers must be returned electronically to the creator for changes.changes.

Questions?Questions?