Travel Training

Rachel Borego519-5415

Updated 04/16/15

In-State Travel Screens 3-7

Vehicles & Procedures Screens 8-21

◦ Fuel Cards Screens 13-14

Out-of-State Travel Screens 22-23

Airfare Guidelines Screen 24-33

Travel to Washington, D.C. ( State travel only) Screens 34-35

Foreign Travel Screens 36-39

More Than 3 Employees Screens 40-41

Prospective Employees & Moving Expenses Screens 42-43

Miscellaneous Items & Forms Screens 44-52

Registration Screens 53-55

Attachments Screen 56-59

State Travel Cards Screens 60-63

Helpful Forms Screens 64-65

Travel Vouchers Screens 66-69

DART Card reconciliation Screens 70-93

Contact Information Screen 94

Introduction

Remember the basics—who, what, when, where, why and how?

Remember that at NO TIME may you book through a travel agency other than National Travel.

Travel Request must be approved by Supervisor/Dean/Account Holder. MUST BE SIGNED PRIOR TO TRAVEL.

IN-STATE TRAVEL

Travel Request Form

• Must be approved before traveling or items purchased for trip.

• Make sure to have complete destination and purpose filled in.

In-state meals/lodging: Texas A&M University-Central Texas will reimburse ACTUAL MEAL EXPENSES up to the city rate allowed by the State of Texas only for overnight stay travel.

Each day of travel included within your travel dates will designate a separate reimbursable day.  We do not require meal receipts to be submitted with your travel voucher. However, you are only eligible to claim what you actually spend for each meal. Please keep in mind when paying, that tips are not a reimbursable expense on state accounts.

If using a dart card receipts are required. This included itemized and tip receipts

IN-STATE TRAVEL CONT.

In-State Contracted Hotels Contract hotels need to be used whenever possible. If a contract hotel is not used and the lodging rate is the

same or greater than the allowed per night rate, a Contract Exception Form must be completed stating the reason for not using a contracted hotel on State accounts only. The web-site to check for the contracted hotels is:

www.window.state.tx.us/procurement/prog/stmp/ A paid original itemized receipt with a zero balance

must be presented with your travel voucher. Every reasonable effort must be made to get a receipt with a zero balance. If an original receipt is not available, the copy of the receipt must state the reason why the copy is being used.

Remember to take a TAX EXEMPTION CERTIFICATE form with

you and give it to the hotel clerk at the time of check-in. We are state employees and STATE hotel tax is not a reimbursable expense for in-state travel. Parking tax is reimbursable.

IN-STATE TRAVEL CONT.

Hotel Tax Exemption Certificate

o Need to take to hotels in the state of Texas to have State Tax removed.

o State Tax is at 6%.

• Step 1:-See if the Traverse is available through Shawn Kelley.

-You will need the form or email from Shawn Kelley that you will attach if you were denied the Traverse.

• Step 2:-If the Traverse isn’t available you must use the CarShare program.

• Steps 1 & 2 must be used if leaving from Killeen.

• Step 3:-Or you may compare the cost to your own personal vehicle using the mileage justification form. You will then use the most cost effective way.

Conserve funds: What vehicle to use?

When using a state account you must travel the cheapest route no matter what.

When using a local account and you still want to travel by your personal owned vehicle you will only be reimbursed for the cheapest route comparing what vehicle was available. (First choice Traverse or second CarShare).

The types of vehicles are as followed: Chevy, Traverse 2010 Nissan, Altima 2014 4cycle Gas link for average around town;

http://www.fuelgaugereport.com/

IN-STATE TRAVEL / BY CAR

Mileage to & from your destination within the state of Texas is currently reimbursed at $0.575 per mile when traveling in a privately owned vehicle. This would be Step 3 in driving options.

Google maps is used as a mileage calculator and is attached to the travel voucher.

https://maps.google.com/maps

IN-STATE TRAVEL CONT./ BY P.O.V.

Mileage Justification form

• To be used if wanting to drive personal car and would like any type of compensation.

• To be used if driving out of state and would like compensation

• Remember to attach all quotes and documentation of prices gathered.

IN-STATE TRAVEL CONT. /BY P.O.V. You may also keep a log of your odometer reading and submit the log with your travel voucher in order to be reimbursed for actual miles driven. (Must check against Google for accuracy).

Travel must be planned for maximum savings and efficiency with documentation attached. If using any account you must take the conservative route.

FUEL CARDS for University Vehicles… are only used for University Vehicles vehicles are NOT given to those using personal vehicles or

rental vehicles. CANNOT be used to fuel personal vehicles even

while on a business trip. are to purchase FUEL ONLY…NOT to be used to

purchase other items (i.e. drinks, snacks) when we stop for fuel or at any other time while traveling.

are NEVER to be used for personal use. are NOT to be used for maintenance. Should the

traveler encounter issues with the vehicle while traveling, he/she should contact the rental agency.

Fuel Cards for University Vehicles.

Must use card to fuel vehicle or expense will be out of pocket.

Lost or damaged fuel card – prepare memo detailing why replacement is needed and submit to accounts payable.

Notate on all fuel receipts the account to be charged and the name of the traveler.

These receipts will now be turned into Finance and Admin office!

Fuel cards for University Vehicles Cont.…

State of Texas employees must use Enterprise or Avis when renting a vehicle for university business except when:

Services are not offered in the city being visited Contract rental company is sold out Alternative arrangements can be made at a lower total cost,

including the base rate, loss/damage waiver protection, mileage charge, applicable taxed, service charges and cost for comparable liability insurance protection.

A CONTRACT EXCEPTION FORM must be completed if a contracted rental company is not used on State accounts.

Use a rental vehicle whenever possible. Travel must be planned for maximum savings and efficiency.

Must book through administrative assistant or department designee.

Visit www.window.state.tx.us/procurement/prog/stmp/ to learn more.

RENTAL CARS

Rental Vehicle Request Form

• This is prepared if you would like to rent a vehicle from Enterprise, in state or out.

• This form will also help the admin book the vehicle

Contract Exemption Form

This form is to be used when not using a contracted vendor for lodging, car rentals, and or airfare on State accounts.

Travel Request & Rental Vehicle Requests must be approved prior to travel.

Reservations for rental cars can be made for both in-state and out-of-state travel. With ID #UTS701 PIN TAM

Charges must be broken down to show fees and taxes.

At no time are you authorized to book a rental car through a travel agency!!!

When receiving your rental car you are authorized a full size vehicle per on state contract if Enterprise does not have one they are to upgrade you to the next size for free. At no time should you accept a compact car. You may add GPS to your rental car.

All non-contracted rentals need to have both insurances purchased. (LDW- Loss Damage Waver) & (LIA- Liability Coverage).

RENTAL CARS CONT.

Authorized Travelers◦ Spouses and children are allowed to travel in rental vehicle with

sponsor while he/she is on official University business.

HOWEVER, IT IS HIGHLY DISCOURAGED by

The Texas A&M University System’s Office of Risk Management

If a traveler wishes to take his or her family while engaging in University business, please be advised they are not covered under the A&M System insurance policy. We advise you to either use your own personal coverage through your insurance carrier or purchase the extra insurance offered by Enterprise at your personal expense (non-reimbursable) per The Texas A&M University System Risk Management Office.

Rental cars cont.

Only state employees can operate the vehicles.

They may not be driven for personal use. Children & spouses are not authorized in

the vehicles. Students are authorized to be in either

vehicle as a passenger. Driving video held in Student Affairs must be

watched, before transporting students.

University vehicles + CarShare

If a taxi is shared by two or more state employees, only the employee who paid for the taxi may be reimbursed.

The other employees may only be reimbursed for charges imposed on an individual-by-individual basis.

A tip of up to 20% from the subtotal can be applied

Should not be using a Taxi if you have other transportation, ex rental.

Taxi’s

Out-of-state travel follows the same guidelines as the in-state travel with a few exceptions:

Out-of-state travel must be PRE-APPROVED BY PRESIDENT for all travelers. The Provost must also approve Faculty members before travel.

Out-of-state travelers will receive reimbursement for actual expenses up to the maximum rate for meals and lodging based on federal travel regulations for the duty point area. You can find the out-of-state maximum meal and lodging rates Domestic Maximum Per Diem Rates at: http://www.gsa.gov/portal/category/100120

If you decide to drive out of state, you must complete a Justification of Mileage vs. Airfare worksheet for the out-of-state trip. Please note that Rental cars can be driven to nearby touching states to Texas.

OUT-OF-STATE TRAVEL

When using any funds the Mileage Reimbursement vs. Airline form must be filled out:

-You must take the cheaper of the two. No exceptions!

Out-of-state travel cont.

When traveling by air, the contract airfare should be used.

When the state has a contract airfare between two cities, the contract airline must be given preference when making reservations to travel between those cities.

Must travel from designated headquarters; GRK (Killeen) In order to receive the contracted airfare, you must

purchase the airline ticket with a State Travel Card and request the State of Texas contract rate.

To access the contract information, visit:

www.window.state.tx.us/procurement/prog/stmp/

The types of State Travel Cards; IBT- Individually Billed Travel card DART_ payment is made by the University CBA- Centrally Billed Sate Travel Card held in Finance and Admin

office

AIRFARE GUIDELINES

Airfare should be charged to the State of Texas Travel Card. Both the CBA and the individual Corporate Cards provide door-to-door, $500,000 accidental insurance. When using a state account you must use the State of Texas travel card.

AIRFARE GUIDELINES CONT.

If a contract airline is not used, you must complete a CONTRACT EXCEPTION FORM and give a reason why the contract was not utilized for a state account.

Make sure to mark the reason why, under the Airline section

AIRFARE GUIDELINES CONT.

To use the travel card held in Finance & Administration, you must have an approved travel request form filled out and signed. The Administrative Assistant to Finance & Admin. will then be able to be contacted to receive card number.

◦ As an option; Once you have the number you may search online for a ticket or the contracted spreadsheet found at http://www.window.state.tx.us/procurement/prog/stmp/stmp-airline-contract/. When you find the flight you would like you can call the 1-800-433-7300 and place the ticket order. Once you have received your emailed confirmation, ticket and itinerary you must attach a voucher prep form and travel request copy and send it to the administrative assistant to Finance & Admin.

◦ Second option is to go directly onto Airline website and book through the site. Please remember to print the itinerary and confirmation of payment to place with voucher prep form to hand into the admin for Finance.

AIRFARE GUIDELINES CONT./ Finance Centrally Billed Travel Card

To book an airline using the IBT card or DART card, you must follow the airline rules.

Documents needed for expense report (DART) or Travel Voucher (IBT);◦ Print out of itinerary for flight◦ Print out of payment

Make sure to add contract exemption form, if did not use a contracted airline for State Accounts.

AIRFARE GUIDELINES CONT./Individual State Travel Card

You may contact The National Travel System at 1-800-814-3336 to get quotes and to initiate the process to have your airline ticket pre-paid. * There will be a charge for this service.

NTS is the State of Texas Approved Travel Agent. This is an online booking tool used to make airfare reservations. The airfare portion of your reservation is the only portion we are able to use from this link. The link to NTS is:

http://www.nationaltravelsystems.com/state/intro2.htm

AIRFARE GUIDELINES CONT. /National Travel

AIRFARE GUIDELINES CONT. /N.T.S.

If you do not have a Travel Card and you do not travel enough to warrant having one, you can contact the above travel agent to get a quote and hold the reservation. You will then need to send a voucher prep form, flight itinerary and an approved Travel Request to Rachel Borego or administrative assistant for Finance & Admin. requesting pre-payment of the airline ticket. This must be done within 24 hours after making reservations.

If this is not done within 24hrs the quoted price will no longer be guaranteed.

REMEMBER--- If you use your personal credit card to make purchases for business travel (airline tickets, etc.) the State of Texas does not allow the traveler to be reimbursed prior to the travel dates.

A state account can’t reimburse individuals for airlines.

No early bird, fast pass or preferred seating fees on state accounts.

You may use bulk-head seating if you have an excuse.

Airfare Guideline Cont.

Keep all ticket information, itinerary and receipts from airlines.

A PAID receipt showing a ZERO balance must be presented with travel voucher.

Charges must be broken down to show fees and taxes.

When you do not use a contract airline through the proper channels you will be charged a baggage

fee. All contracted airlines do not charge a baggage fee when using the contracted rate.

At NO TIME may you upgrade your flight from an economy ticket, you may only be reimbursed at the

economy rate if a higher ticket was purchased.* No exemptions

Remember at NO TIME may you book your flight through any travel agencies other than National

Travel Systems.

Other travel agencies examples;

Expedia

Travelocity

Orbits

AIRFARE GUIDELINES CONT.

Frequent flier miles and other awards or discounts given for frequent use of a commercial airline (or motor vehicle rental company) are not “things of value”(Section 39.02, Penal Code) belonging to the state government because of the administrative difficulty and cost involved in recapturing the award for state government.

However, occasionally, an employee purchases a ticket from a commercial transportation company (for state business) and receives a free second ticket under a promotional program sponsored by the company. The employee may not use the free ticket for a private purpose until the state agency determines whether the use is prohibited by law. When two people travel to the same place at the same time, they should use the free ticket for A&M-Central Texas business.

Awards or Discounts

This is only if traveling on a state account (1XXXXX)for Federal Business

Only travelers who intend to confer on legislative or appropriations issues with U.S. Congress/The Federal Government, staff or officials, should submit travel information to the Office of State-Federal Relations and send a copy of the request to Dr. Peddicord, Vice Chancellor for Research, Planning & Continuing Education at The Texas A&M University System.

The Washington Metropolitan Area is serviced by Reagan National, Baltimore/Washington International and Dulles International Airports.

The Report of State Agency Travel to Wash., DC can be completed online at the address below. A copy of the request should be placed with your travel request and an additional copy sent to the Vice Chancellor for Research for reporting purposes.

Notification of travel should be given no less than 7 days prior to departure date.

TRAVEL TO WASHINGTON, D.C.

All other out-of-state travel rules apply to the Washington travel.

Please send a copy of the request to the following:

The Texas Office of State Federal Relations (0SFR)

Phone: (512)463-1803 Fax: (512)463-1984

http://www.osfr.state.tx.us/travelform.asp

Dr. PeddicordVice Chancellor for Research, Planning

& Continuing EducationThe Texas A&M University SystemCollege Station, TX 77843-1138

Fax: (979)458-6044

TRAVEL TO WASHINGTON, D.C. CONT.

Foreign travel includes travel to a duty point in a foreign country other than Canada or Mexico.

Route to Risk Management for approval before the President signs.

PRE-APPROVAL BY THE PRESIDENT is required for foreign travel. The Provost must also approve Faculty members before travel.

Foreign travel must be approved by the Board of Regents no less than 30 days prior to travel if you are using state funds to fund the travel. If you are not sure about the funds you will be using for reimbursement prior to the trip, it would be a good idea to get the Board of Regents approval.

FOREIGN TRAVEL

Meals/Lodging expenses are reimbursable at actual incurred expense amount all original receipts will be needed. Remember…currency conversion rates will apply when completing your travel voucher. Keep all original receipts.

Foreign travel will still have a per diem by location as well, please look at: http://aoprals.state.gov/web920/per_diem.asp

before travel occurs. If you need help with the currency conversion rates, you

may find this site helpful: www.oanda.com/convert/classic Remember do not book your travel arrangements

through a travel agency other than National Travel for your airline.

FOREIGN TRAVEL CONT.

Always check web site before travel: http://www.tamuct.edu/departments/financeadmin/internationaltravel.php

This page will have paperwork need to be filled out and a web page to check on status of country. To insure safe travel. All paperwork is then sent to Risk Management who will then send it forward to the president. Please use a contract airfare whenever possible.

There are a limited number of contracts to foreign countries, but utilize the contracts whenever possible.

FOREIGN TRAVEL CONT

Foreign Travel Request Form must be accompanied with Travel Request Form

More than 3 Employees PRE-APPROVAL BY THE PRESIDENT and Vice

President is required when more than three employees are traveling on the same University business.

The More than 3 Employees form must be used. Four Per Car Rule

When two or more employees are traveling with the same itinerary on the same dates, they are required to coordinate their travel and ride together.

If using a personal vehicle, mileage can only be claimed for one car for every four people attending a conference. This includes department charges to a rental. All exceptions must be PRE-APPROVED BY THE PRESIDENT on a trip-by-trip basis.

MORE than 3

o This form is required when at least four employees are traveling to the same place. Regardless of itinerary.

o This will need to be signed on all lines.

o Can be found on travel web page: http://www.tamuct.edu/departments/businessaffairs/travel.php

More Than 3 Form

All travel reimbursements to prospective employees require PRE- APPROVAL BY THE PRESIDENT. Prospective employees are reimbursed for travel expenses in the same manner as a state employee. Prospective employees are not exempt from hotel occupancy taxes. Those taxes may be reimbursed as an incidental expense.

The prospective employee may be reimbursed or Texas A&M University-Central Texas may pay a vendor for a travel expense incurred as a result of visiting the agency. If TAMUCT will be paying the hotel directly, a Voucher Prep Form must be sent to Accounts Payable with the hotel receipt and the approved memo signed by the President. The amount of the payment or reimbursement is limited to the amount that may be paid or reimbursed for travel expenses incurred by the individual who holds the position for which the prospective employee is being considered. The only positions that can receive a travel reimbursement are Associate Vice Presidents, faculty and above.

Prospective Employees Travel

Approval by the President MUST be obtained IN WRITING before it will be processed. In addition, this approval must state whether the new hire will be required to provide original receipts for the qualified expenses.

If the new hire does not provide original receipts, they can only be reimbursed the agreed upon amount through payroll and taxes will be taken out. If they are going to provide original receipts, they can receive a check for the total amount and it is not considered compensation.

Please visit Guidelines for Disbursement of Funds for expenses that are authorized.

The only positions that can receive a travel reimbursement are Associate Vice Presidents, faculty and above.

Moving EXPENSES

Cancellation Charges:

A state agency may pay or reimburse a state employee for a cancellation charge related to a transportation expense that was paid in advance to obtain a lower rate and is incurred because the employee was unable to use the transportation because of an illness or a business/personal emergency.

Tips and Gratuities

Tips and gratuities are a reimbursable expense on local accounts only. A 20% gratuity of the subtotal is the max allowed per meal, this is a part of your allotted food per diem costs.

Miscellaneous

The state of Texas has developed the State Travel Management Program in an effort to reduce the cost of travel expenditures. All travel expenditures, regardless of funds, are required to adhere to the program guidelines, unless the specific exemptions mentioned on the Certification Form apply. Various fiscal offices throughout the A&M System have developed a Travel Exception form, which they require to be completed for all travel not adhering to program guidelines.

State Travel Management Program

Conservation of Funds: A state agency shall minimize the amount of travel

expenses paid or reimbursed by the agency. The agency shall ensure that each travel arrangement is the most cost-effective considering all relevant circumstances. The agency shall use teleconferencing and other telecommunications technologies to the maximum extent possible to reduce agency travel expenditures.

Blanket Travel Request: A blanket travel request can be completed if you will be

traveling to a certain destination multiple times throughout an extensive period of time.

An authorized blanket form must be attached each time a blanket travel form is used.

Additional information

Example of Travel request that will accompany Blanket form.

Authorized Blanket Travel Report Form

*** System Office has informed us that effective of September 1, 2014 all employee reimbursements have to be submitted within 90 days. If turned in after the 90 days you will not be reimbursed. This applies to travel as well as other requests for reimbursements. Texas A&M University will have no exceptions on this rule because it has to do with an IRS ruling.

Additional information cont.

The fiscal year for travel ends on October 1st and begins October 2nd. If you travel on these dates you will have two different rates.

Meals are based on your duty point not where you sleep.

-Duty Point: The destination, other than place of employment, to which a state employee travels to conduct official state business.

Additional information Cont.

Actual meal expenses will be reimbursed up to the city pier diem per day, allowed only for overnight stays. Meal receipts are not required. However, you are only eligible to claim what you actually spend for each meal.

A state agency may not reimburse a state employee for a meal expense within the employee’s designated headquarters unless it is mandatory and connected with training, a seminar or conference. Texas Gov. Code Sections 660.113(c), 660.009.

Designated headquarters: The area within the boundaries of the city in which a state employee’s place of employment is located.

For state accounts tips or gratuities paid in conjunction with meal expenses are generally not reimbursable. A “mandatory” service charge may only be reimbursable.

A state employee may not be reimbursed for purchases of alcoholic beverages.

Additional Information Cont.

If you will be staying at a hotel (in-state or out-of-state) which will cost more than the state allowed lodging rates and you want to be reimbursed or charged for the entire amount, you must complete the REQUEST TO INCREASE MAXIMUM LODGING RATE form. This form must be completed PRIOR to the travel date and be signed by your School Director/Supervisor. A pre-approved travel request must accompany this form! This form is only needed if traveling on a state account.

Increase maximum lodging

Request to Increase Maximum Lodging Rate Form

Will not need if you are traveling on a local account

Must use a local account

Needs to have a justification listed

Third level approval is only needed if required by Department

Registration fees are normally paid on a p-card.

If you pay for registration fees on any account and meals are provided you may not claim any meal reimbursement.

-Example: If a small breakfast is provided and it’s not substantial you are not authorized to claim reimbursement.

Registration Fees

When claiming reimbursement for a registration fee on a travel voucher, you must include the registration form and a registration receipt.

Memberships and/or Dues cannot be reimbursed on a travel voucher. A separate form must be approved before purchase. A requisition then can be submitted with form for reimbursement.

NOTE: If meals are included in the registration fee, the receipt or the conference program should clearly state which meals are included. Otherwise, the meal expense MUST be separated from the registration fee.

Registration cont.

RTP to be used if a University Membership is needed.

Individual form to be needed if personally requesting a membership on behalf of the University.

Reminder do not use a sate account!

Approved travel request – must be approved prior to travel

Itemized receipts: MUST SHOW PAYMENT HAS BEEN MADE AND ZERO BALANCE OWED

Registration Fees – must show payment has been made

Hotel – must use contract hotel when possible. If not, include Travel Contract Exception Form for State Accounts. List of contract hotels can be found at

www.window.state.tx.us/procurement/prog/stmp/ An original PAID itemized receipt showing a

ZERO balance must be presented with travel voucher. A travel company will not break down costs. Do not

use!!!

Attachments

Itinerary & registration form for conference is required- This must be attached to each travel expense and can be printed from the web.

Itinerary & payment confirmation for airline tickets-This is used if purchased with personal or State Travel card

Attachments Cont.

If receipt does not show a zero balance, a copy of credit card statement showing the charge must be submitted.

If an original receipt is not available, a memo must be done to justify the reason for a non original receipt.

The receipt must also show the name and address of the hotel.

Be sure to take a tax exempt certificate to give the clerk at check-in. We are exempt from State tax only. State taxes will not be reimbursed.

Charges must be broken down to show fees and taxes. Fees and taxes will be listed under incidental expenses.

If rates are more than state allowed, must complete Request to Increase Maximum Lodging Rate form.

Attachments Cont.

The hotel bill must have a single person rate for reimbursement.

If you are splitting a room, have hotel split charges.

May use a DART card for these types of charges.

Attachments Cont.

A system employee may not use a state credit card for personal expenses. State credit cards may only be used for legitimate system business expenses. The individual employee is solely responsible for payment of charges on his or her IBT card. The system will not be responsible for the charges, regardless of the type of charge. An employee may not use a state credit card to charge for items that, while they qualify as official business, are not fully reimbursable under state and/or system guidelines for reimbursement. (See also System Policy 33.04, Use of System Resources.)

State Travel Cards

An employee may elect to use DART credit cards. The DART, agency-paid credit cards must be used for official business travel only. Any personal expenses are reimbursable to TAMUCT. TAMUCT will issue an invoice and record an accounts receivable to employees for personal expenses. Employees will be placed on state hold when reimbursements for personal expenses are not made to the member in a timely basis. TAMUCT reserves the right to withhold or terminate a employee-issued card at any time.

State Travel Card cont.

The University has a DART travel card as an option for expenses during your trip. You will need at least 10 business days before travel occurs to request this travel card. To apply you must fill out a request DART form found on Accounts Payable page.

Example of items that the DART card can be used for; Airline, Food, Hotel, Taxi`s, shuttles, Baggage fees, busses, rental car fees, GPS system, and etc.

When you have returned from your trip the card must be reconciled within 15 business days of your return.

If you have a charge on your card, it must be reconciled within 15 business days that it occurs, please watch for hotel charges that are booked early.

DART CARD Travel Card

If you choose to use a DART card for your expenses and have travel voucher expenses Accounts Payable will not process the travel voucher until all expenses have posted to the DART card; the exception being mileage. The travel voucher will also have to state that a DART card was used for travel. It will be discouraged to use both forms of travel only because of the paperwork process.

You will need to turn in all itemized receipts and the tip receipt

All receipts will need to be taped separately to a blank piece of paper, this may be double sided. This is for copies and scanning capabilities, please secure properly.

DART Card Cont.

Helpful form to be used prior to Travel.

HELPFUL FORM TO BE USED AFTER TRAVEL IS COMPLETED

Travel requests must be approved by College Dean/Supervisor PRIOR TO TRAVEL.

Travel voucher – NO ABBREVIATIONS allowed. Titles must be spelled out as well as conference

names.

Requirements for Travel Reimbursement

Completing the travel voucher:

Only claim the maximum allowed lodging rate and the tax on that amount on a, 19XXXX state account.

The overage amount for the lodging and taxes can only be claimed on a local account 29XXXX.

This will require two vouchers to be filled out with the identical information. One for the state account and one for the local.

If you are using local funds for reimbursement, you can claim the entire amount on one voucher.

How to complete the travel voucher

Field # 3. Agency name – Texas A&M University-Central Texas 6. Document date (First date of travel) 8. FY year of travel 9. Document amount (amount requesting)10. Name, Home Address of individual requesting

reimbursement, and account # to charge11. Title12. Designated Headquarters of person claiming

reimbursement13. Texas Identification Number (SS#). Hide this with 2

in front and a 0 in the back or you may look it up in Canopy.

16. Last date of travel

Points to fill out for travel voucher

17. Destination/Description18. Distribution: breakdown of expenses being claimed19. Signatures: person claiming expenses, Supervisor,

Accounting and Controller20. Contact Name: The person filling out the form, please print

nameBenefit: statement as to reason for the trip and how it will

benefit the University. Must be listed in section Y.Itinerary for each day must be listed in section Y of the voucher

– can be as simple as “attended workshop”You may only be reimbursed for expenses as a single person

Meaning you will not be reimbursed for a meal for two people

Or a room with a rate of two people, an example is traveling with spouse.

** Original travel voucher must be printed on green paper**

Points cont.

Type User ID and Password click sign in

Click Account Activity and drop down to Transaction Summary and click again

Dates will appear, you will need to start with the first date of travel and end with the posting date of the credit card transaction for the trip. Click search

The following should show all of the transactions for your trip. If not wait a few more days. Click expand all in Blue on left hand side and click edit below each block of transaction to begin

Begin to fill out the boxes, start with the description. Need to be detailed like lunch and if more then one person.

Here is a completed section. Make sure to hit save and do not click on the review and approved boxes.

This is for your Hotel`s, you will need to do split transactions the screen before listed the transaction for the entire hotel transaction, you will click the icon on the left that looks like separate pieces of paper staked. That will bring you to this screen. Where say how many times you will need the hotel bill split. Maybe just twice if you have a local account and just need tax and hotel room split, like below.

Then click Expand All, like below and click Edit Accounting Codes, then type away.

Now it is filled in and you can run your report.

Click on the Account Activity tab scroll down to Schedule Report and click again

Choose Expense Report and click

Type in the name of the person in the Account Name field and click search when the name appears at the bottom click on the name.

Click name on the bottom

Click Next

Click Next

Click include splits in the middle of the page as shown and click next.

Run the same dates as before, the beginning of the travel through the posting date of the credit card transactions. Click save

Once the report has been processed an email will be sent to you within a couple of minutes. You can see all scheduled reports under the Account Activity tab then scroll down to Completed Reports section and click.

Your most recent Report will appear on top. Click the report you want.

Select download and print for signatures, attach all original receipts, and travel paper work to this report after you have made yourself a copy and send to Rachel Borego in Accounts Payable.

Example of the Expense Report!

FOR QUESTIONS OR COMMENTS PLEASE CONTACT:

Rachel Borego

Accounts Payable Supervisor

Phone: 519-5415

Email: borego@ct.tamus.edu

Veronica Hernandez

Accounts Payable Assistant

Phone: 519-5478

Email: v.hernandez@ct.tamus.edu