Overview of ChangesOld (revised 12/15/11) New

Reset button does not clear form fields.

Reset button clears all form fields and reverts form back to original state.

Enter up to four destinations/rows. Add an unlimited number of destinations/rows for each expense type.

Each section must be completed in sequential order.

Sections are independent of each other and can be completed in any order, except for Section 4 – Settlement. This section includes the sum of all expenses.

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.

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 is recorded within each expense category (Section 3 – Expenses). Object codes not required.

Overview of Changes (cont.)Old (revised 12/15/11) New

Student not eligible for travel advance. Student Advance Responsible Party submits travel reimbursement on behalf of eligible student.

Users must list the destination within Section 2 – Trip Information and are limited to four destinations.

Destinations are entered in the Meals (M&IE) and Lodging sections and users may enter an unlimited number of destinations.

Users must select checkbox when daily hotel room rate is greater than the GSA per diem rate (Lodging Section).

Users must enter the daily room rate. If the daily room rate is greater than the GSA per diem rate, the Room Rate Increase section appears.

Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expenses completed separately.

Consolidated into one expense type called ‘Transportation/Other’.

Enter total miles for each route in the Mileage section.

Users may select the Roundtrip checkbox if route includes a return trip that is of equal distance.

Overview of Changes (cont.)

Old (revised 12/15/11) New

Expenses subtotal field includes the sum of all expenses.

New Settlement section includes the sum of all expenses and a breakdown by expense type. Enter an unlimited number of UTSA payment methods used to pay for travel expenses (excluding out-of-pocket expenses) that deducts from the total amount owed to the traveler.

If funds are owed to traveler, traveler may elect to pickup check in-person at DTS office or enter a mailing address.

If funds are owed to traveler, traveler may: •Pickup check in-person at DTS or any Fiscal Services office.•Send a proxy to pickup check in-person at DTS or any Fiscal Services office. •Mail check to department (campus mail) or to the address on file (as listed in UT Direct).

•Section 1 – Traveler•Section 2 – Trip Information•Section 3 – Expenses

•Meals (M&IE)•Lodging•Mileage•Transportation/Other•Student Athletic/Group Travel•Charging Multiple Accounts

•Section 4 – Settlement•Section 5 - Certification

You may continue to the next slide, or click on a section below for instructions specific to that section.

TIP: Form fields that require user entry are highlighted. Fields/steps that pre-fill or contain calculations are italicized.

New: If a travel advance was requested on behalf of an eligible student, then the Student Advance Responsible Party traveler type must be selected. For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA Business, a section of the Travel Advances FMOG.

New: If a travel advance was requested on behalf of an eligible student, then the Student Advance Responsible Party traveler type must be selected. For more information, including eligibility, see Advances on Behalf of Students Traveling on Official UTSA Business, a section of the Travel Advances FMOG.

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1. Select Student Advance Responsible Party. A row appears.

2. Enter the student’s full name. Separate multiple students with commas.

3. Click button to add more rows.TIP: Click button

to delete additional row(s). TIP: Add Student Name(s) button appears only when Student Advance

Responsible Party option is selected.

New: Destination fields (destination type, name, total business days/nights) have been removed. This information will be entered in the Meals (M&IE) and Lodging sections, within Section 3 – Expenses.

New: Destination fields (destination type, name, total business days/nights) have been removed. This information will be entered in the Meals (M&IE) and Lodging sections, within Section 3 – Expenses.

Old Form

New Form

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New: Consolidated the Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types into one category called Transportation/Other.

New: Consolidated the Mass Transit, Car Rental/Fuel, Airfare, Parking/Tolls, Registration and Other expense types into one category called Transportation/Other.

Old Form

New Form

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.

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New: User must complete four additional fields in this section. New: User must complete four additional fields in this section.

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.

1. If your destination is in the U.S, including Alaska, Hawaii and U.S. territories and possessions, click checkbox.

2. Enter destination city, state/country.

3. Enter the GSA Per Diem Rate for the destination city. 4. Enter the total number

of business days spent at destination city.

If applicable, Partial Per Diem Ratepre-fills.

GSA Advance Total pre-fills

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New: User may enter additional destinations for each trip. New: User may enter additional destinations for each trip.

5. Enter the department authorized lower rate, if applicable. The Destination Total field changes to reflect this amount (not the GSA Reimbursement Total).

6. If the trip includes multiple destinations, click the Add Destination button to add an additional row(s).

7. If applicable, click to delete row(s).

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New: User must enter the funding source(s) for this expense. New: User must enter the funding source(s) for this expense.

5. Enter the account number that will be charged for this expense.

M&IE Total pre-fills.

6. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.

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New: In addition to hotel name, user must also enter the city and state/country the hotel is located in. User must enter the daily room rate, total room and hotel tax charges and may enter additional hotels, regardless if they are located in the same city/country and contain the same GSA rate.

New: In addition to hotel name, user must also enter the city and state/country the hotel is located in. User must enter the daily room rate, total room and hotel tax charges and may enter additional hotels, regardless if they are located in the same city/country and contain the same GSA rate.

1. Enter the GSA lodging rate for the destination city, state/country.

2. Enter the daily/nightly room rate for the destination hotel.

3. Enter the hotel name and city, state/country.

4. Enter the total room charge (excluding taxes).

5. Enter the total hotel taxes.

6. If trip included multiple hotels, click the Add Lodging button to add an additional row(s).

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New: User must enter the funding source(s) for this expense. New: User must enter the funding source(s) for this expense.

7. If applicable, enter additional hotel information in additional row(s).

8. Enter the account number that will be charged for this expense.

10. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.

LODGING TOTAL pre-fills.

Total Hotel cost field(s) pre-fills.

9. If applicable, click to delete row(s).

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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.

2. Select the reason for requesting 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.

3. If expense was paid from state funds, select checkbox. The State Funds Cost Itemization section appears.

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Fields prefill.

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1. Select the date from the drop-down menu.

New:. Select the Round Trip checkbox if the route includes a return trip that is of equal distance. Enter the funding source for this expense.

New:. Select the Round Trip checkbox if the route includes a return trip that is of equal distance. Enter the funding source for this expense.

2. Enter the starting (travel from) and ending (travel to) address or name.

3. Enter the total miles as listed in MapQuest®.

4. If route includes a return trip that is of equal distance, select the checkbox.

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6. Enter the account number to be charged for this expense.

5. Select the Add Route button to add additional row(s).

7. If this expense will be charged to multiple accounts, click the Add Account button. See Charging to Multiple Accounts for details.

IMPORTANT: The Total Miles field automatically rounds to the nearest tenth to accommodate the mileage format in DEFINE.

1. Select the expense type from the drop-down menu.

New: Consolidated multiple expense types into one section. New: Consolidated multiple expense types into one section.

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).

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New: Consolidated multiple expense types into one section. New: Consolidated multiple expense types into one section.

6. Enter the account number to be charged for these expenses.

7. If these expense will be charged to multiple accounts, click the Add Account button. The account number previously entered in the Charge to Account Number field is erased.

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New: Consolidated multiple expense types into one section. New: Consolidated multiple expense types into one section.

9. Enter the total amount for each expense that will be charged to each account.

8. Enter the account number.

10.Click to delete row(s).

IMPORTANT: The TRANS/OTHER TOTAL and account Total fields must match.

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New: Expenses are grouped by funding source and expense type. New: Expenses are grouped by funding source and expense type.

1. Enter the account number to be charged for each expense type.

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.

5. If an amount is entered in the Other expense type, then describe the expense in the Comments field.

4. Click to delete row(s).

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New: New section that provides the total amount to be reimbursed to the traveler, including a breakdown by expense type.

New: New section that provides the total amount to be reimbursed to the traveler, including a breakdown by expense type.

2. If an amount is owed to the traveler, select the travel reimbursement payment method.

IMPORTANT: DTS highly encourages, but does not require travelers select direct deposit. If Direct deposit is selected, then traveler must ensure the Direct Deposit – Non Payroll form is on file with DTS office.

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The sum of each expense type pre-fills and the sum of all expenses appears in the TRIP TOTAL field.

1. If funds are owed to the traveler, enter the document ID number for the Travel Payment Voucher (VP5) processed in DEFINE.

3. If in-person is selected, select the pick up location.

4. If the traveler authorizes proxy to pick up check in-person on traveler’s behalf, then enter the proxy’s full name.

5. If mail is selected, then select check delivery method: mailed to the traveler’s address on file (U.S. mail), or mailed to the traveler’s department (campus mail).

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2. If Check is selected, then select a delivery method.

New: In addition to DTS, traveler may elect to pickup a travel reimbursement check at any Fiscal Services office. Traveler may also designate a proxy to pickup the check on their behalf.

New: In addition to DTS, traveler may elect to pickup a travel reimbursement check at any Fiscal Services office. Traveler may also designate a proxy to pickup the check on their behalf.

IMPORTANT: Reimbursement checks are only mailed to the traveler’s address on file (UT Direct) via U.S. mail or to the traveler’s department via campus mail.

Back to beginning of section

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New: Users may select an unlimited number of UTSA payment methods used to pay for travel expenses. These payments are deducted from the amount that is owed to the traveler.

New: Users may select an unlimited number of UTSA payment methods used to pay for travel expenses. These payments are deducted from the amount that is owed to the traveler.

IMPORTANT: The amount entered is subtracted from the TRIP TOTAL field and the result appears in the Amount Owed to Traveler field.

2. Select the payment method from the drop-down menu. The applicable fields appear.

3. Enter the requested information. 4. Enter the total

amount.

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1. Select checkbox if any expenses were paid using any of UTSA’s travel payment methods.

New: No changes made to this section. For instructions, see Completing the Travel Reimbursement/Settlement (TRS) Form, a section of the Travel Advances FMOG.

New: No changes made to this section. For instructions, see Completing the Travel Reimbursement/Settlement (TRS) Form, a section of the Travel Advances FMOG.

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New: Users may enter split an expense between multiple accounts by clicking on the Add Account button, located in the Meals & Incidental Expenses (M&IE), Lodging, Mileage, Transportation/Other and Student Athletic/Group Travel sections.

New: Users may enter split an expense between multiple accounts by clicking on the Add Account button, located in the Meals & Incidental Expenses (M&IE), Lodging, Mileage, Transportation/Other and Student Athletic/Group Travel sections.

2. Enter the amount to be charged to the first account.

1. Click Add Account to split an expense between multiple accounts. A new account number row appears.

4. Enter the additional account number.

3. Enter the amount to be charged to the additional account.

IMPORTANT: The Accounts Total field MUST equal the following fields:•M&IE TOTAL•LODGING TOTAL•MILEAGE•TRANS/OTHER TOTAL

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