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Travel Panel Discussion

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Title: Travel Panel Discussion


1
Travel Panel Discussion
  • July 17, 2007

2
Agenda
  • 100 p.m. Introductions
  • Overview of Travel Processes Travel Resources
  • 130 p.m. - Common Travel Voucher Problems
  • 200 p.m. - Answers to Questions Submitted in
    Advance
  • 245 p.m. - BREAK
  • 300 p.m. - Faculty Travel Grants
  • 315 p.m. - Cash Advances
  • 330 p.m. - General Discussion and Open
    Questions
  • Conclusion

3
The Panel
  • Leslye Allen
  • Marcia Boling
  • Maggie Keeshen
  • Garrison Martt
  • Cynthia Roberts

4
Travel Resources
  • Online Help (in DEFINE)
  • PF6 per screen
  • ? per field
  • PF10 glossary terms like Travel RTA
    Routing
  • Online Help (on the Web)
  • Handbook of Business Procedures
  • Frequently Asked Questions
  • Travel Management Services 471-6641
  • Travel Services Desk 471-7821
  • Office of Accounting Helpline 471-8802

5
Travel Overview
  • UT business travel must have prior authorization.
  • A Request for Travel Authorization (RTA) is
    required for faculty, staff, students,
    prospective employees, and nonemployees (who have
    no additional fees or honorariums).
  • The RTA is the VE5 document in DEFINE. Changes
    to an approved RTA require a VE6 document.

6
Travel Overview
  • The RTA must be created before any centrally
    billed transportation may be charged.
  • Airfare
  • Rental Car
  • The RTA must also be approved before travel may
    be reimbursed to the traveler.

7
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8
www.utexas.edu/services/travel
9
Travel Overview
  • International Travel Assistance (International
    SOS)
  • Wheres My Traveler? (UT Direct)
  • Foreign Currency Exchange Rates
  • Texas State Mileage Guide

10
www.utexas.edu/business/accounting/tr
11
Travel Overview
  • Faculty Travel Grants are available to support
    tenured tenure-track faculty or senior
    lecturers with at least 5 years service at UT
    Austin to present their original research or
    creative effort at an appropriate organized
    conference or professional meeting.
  • Applications must reach the Faculty Travel Grant
    office at least two weeks prior to the date of
    travel for processing and approvals.

12
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13
www.utexas.edu/ogs/ftg
14
Electronic Travel Documents
  • VE5 Request for Travel Authorization (RTA)
  • VE6 Amended RTA
  • VP5 Travel Reimbursement

15
Travel Authorization
  • Primary Purpose Approves absence from
    headquarters
  • Routes to primary academic appointment for
    approval

16
Travel Authorization
  • Secondary purpose Approves encumbrances.
  • Routes to account for approval
  • SPECIAL NOTE Faculty Travel Grants will never
    be encumbered!

17
Travel Authorization
  • An RTA number is assigned when VE5 is created.
  • Example TV06123456This number will be needed
    later to create a travel reimbursement document
    (VP5).

18
VE5 Travel Authorization
  • gtgtCREATION OF DOCUMENT T0VE5970455 SUCCESSFULLY
    COMPLETED CONTINUEltlt
  • DEFINE REQUEST FOR TRAVEL
    AUTHORIZATION - VE5 Year 06 07
  • Command VE5 Account __________ Misc
    _______________ Month JUL

  • Status CREATED -- COVER SHEET --
    Document ID T0VE5970455
  • Action ___ Summary DOCUMENT IN
    PROGRESS______________________________
  • Created 07/16/07 by ACGEM - MARTT, GARY E
  • Format 01___ Template
    Process Date
  • Travel Dates Begin ______ End ______
    Voucher Date 071607 DTN _______
  • RTA Nbr TV06333333 Designated HQ UT
    AUSTIN_____________________
  • Vendor ID UT EID ________ MC ___ Name
  • Traveler Type _ Title ______________________
    _ State VID
  • SECTIONS
  • _ 1 Destination Code Locale
    Description
  • _____
  • _____
  • _ 2 Purpose of Travel __
  • Benefits to UT __
  • Disposition of Duties __

19
VE5 Travel Authorization
  • gtgt Enter additional information or enter an
    ACTION. ltlt
  • DEFINE REQUEST FOR TRAVEL
    AUTHORIZATION - VE5 Year 06 07
  • Command VE5 Account __________ Misc
    T0VE5970455____ Month JUL

  • Status CREATED -- COVER SHEET --
    Document ID T0VE5970455
  • Action ___ Summary DOCUMENT IN
    PROGRESS______________________________
  • Created 07/16/07 by ACGEM - MARTT, GARY E
  • Format 01___ Template
    Process Date
  • Travel Dates Begin 081507 End 091207
    Voucher Date 071607 DTN _______
  • RTA Nbr TV06428503 Designated HQ UT
    AUSTIN_____________________
  • Vendor ID 2 UT EID ae5666__ MC 002 Name
    EINSTEIN, ALBERT
  • Traveler Type E Title SR SYSTEMS
    ANALYST_____ State VID 24666666666
  • SECTIONS
  • _ 1 Destination Code Locale
    Description
  • TXDAL I DALLAS,
    TX
  • UKLON F LONDON,
    UK
  • _ 2 Purpose of Travel 03 Perform
    research activities.
  • Benefits to UT 02 Help fulfill
    contract provisions.
  • Disposition of Duties 01 No classes
    missed.

20
VE5 Travel Authorization
  • gtgt Update successful, press ENTER to return ltlt
  • ACCOUNT INFORMATION
  • Document ID T0VE5970455
    Section 3 of 04
  • -------------------------------------------------
    --------------------------
  • NO COST TO UT _

  • Object
  • Account Code
    Amount
  • 2075010051
    1200.00
  • 1902200175 0510
    300.00
  • __________
    ___________
  • __________
    ___________
  • __________
    ___________
  • TOTAL
    1,500.00


  • -------------------------------------------------
    --------------------------
  • OPTIONAL EXPENDITURE BREAKDOWN

21
RTA Correction VE6
  • gtgt Enter additional information or enter an
    ACTION. ltlt
  • DEFINE CORRECTION DOCUMENT FOR THE
    RTA - VE6 Year 06 07
  • Command VE6 Account __________ Misc
    _______________ Month JUL

  • Status -- COVER SHEET --
    Document ID ___________
  • Action NEW Summary ________________________
    __________________________
  • Created 07/16/07 by ACGEM -
  • Format 01___ Template
    Process Date
  • Travel Dates Begin ______ End ______
    Voucher Date ______ DTN _______
  • RTA Nbr TV06333333 Designated HQ
    ______________________________
  • Vendor ID UT EID ________ MC ___ Name
  • Traveler Type _ Title ______________________
    _ State VID
  • SECTIONS
  • _ 1 Destination Code Locale
    Description
  • _____
  • _____
  • _ 2 Purpose of Travel __
    _
  • Benefits to UT __
    _
  • Disposition of Duties __
    _

22
RTA Correction VE6
  • gtgtCREATION OF DOCUMENT T0VE6995699 SUCCESSFULLY
    COMPLETED CONTINUEltlt
  • DEFINE CORRECTION DOCUMENT FOR THE
    RTA - VE6 Year 06 07
  • Command VE6 Account __________ Misc
    _______________ Month JUL

  • Status CREATED -- COVER SHEET --
    Document ID T0VE6555555
  • Action ___ Summary DOCUMENT IN
    PROGRESS______________________________
  • Created 07/16/07 by ACGEM - MARTT, GARY E
  • Format 01___ Template
    Process Date
  • Travel Dates Begin 070207 End 071307
    Voucher Date 071607 DTN _______
  • RTA Nbr TV06333333 Designated HQ UT
    AUSTIN_____________________
  • Vendor ID 2 UT EID ae5666__ MC 001 Name
    EINSTEIN, ALBERT
  • Traveler Type E Title PROFESSOR_____________
    _ State VID 24666666666
  • SECTIONS
  • _ 1 Destination Code Locale
    Description
  • TXDAL I DALLAS,
    TX
  • UKLON F LONDON,
    UK
  • _ 2 Purpose of Travel 03 Perform
    research activities. gt
  • Benefits to UT 02 Help fulfill
    contract provisions. gt
  • Disposition of Duties 01 No classes
    missed.

23
RTA Correction VE6
  • gtgt Make updates or Press ENTER to return ltlt
  • ACCOUNT INFORMATION - ENCUMBERED
    ACCOUNTS
  • Document ID T0VE6555555
    Section 3 of 04
  • --------------------------------------------------
    -------------------------
  • No cost to UT _

  • Object Last
    Amount
  • Account Code
    Transacted Amount
  • 2075010051
    325.00
  • 1402200075 0510
    100.00 100.00
  • 1902200175 0510
    200.00 200.00
  • __________
    ___________
  • __________
    ___________

  • TOTAL 625.00


  • --------------------------------------------------
    -------------------------
  • OPTIONAL EXPENDITURE
    BREAKDOWN


24
RTA CORRECTION VE6
  • gtgt Total of amounts by account must equal
    estimated amounts. ltlt
  • ACCOUNT INFORMATION - ENCUMBERED
    ACCOUNTS
  • Document ID T0VE6555555
    Section 3 of 04
  • --------------------------------------------------
    -------------------------
  • No cost to UT _

  • Object Last
    Amount
  • Account Code
    Transacted Amount
  • 2075010051
    325.00
  • 1402200075 0510
    100.00 100.00
  • 1902200175 0510
    200.00 0.00
  • __________
    ___________
  • __________
    ___________

  • TOTAL 425.00


  • --------------------------------------------------
    -------------------------
  • OPTIONAL EXPENDITURE
    BREAKDOWN


Also here.
Change Amount to 0.00 to disencumber amount.
25
RTA Correction VE6

gtgt Total of amounts by account must equal
estimated amounts. ltlt
ACCOUNT INFORMATION - ENCUMBERED ACCOUNTS
Document ID T0VE6555555
Section 3 of 04
-------------------------------------------------
-------------------------- No cost to UT _



Object Last Amount
Account
Code Transacted Amount
2075010051
325.00
1402200075 0510 100.00
100.00 1902200175
0510 200.00 0.00
__________
___________
__________
___________
TOTAL 425.00



--------------------------------------
-------------------------------------
OPTIONAL EXPENDITURE BREAKDOWN


Meals
200.00
Lodging
200.00
Transportation 200.00
Other
25.00
TOTAL 625.00
SPECIAL NOTE All outstanding encumbrances will
automatically be disencumbered 60 days beyond the
travel end date!
26
Travel Training!
  • PN 512 Travel Management
  • PN 513 Travel Authorizations
  • PN 514 Travel Vouchers (VP5)
  • Command handouts on the Office of Accounting
    Training Resources Web page
  • www.utexas.edu/business/accounting/training.html

27
Current Issues
  • Local State on the Same Vouchers
  • It is now possible to process a VP5 travel
    reimbursement with both state and local
    disencumbrance transactions on the same document!
  • This change was made as of August 2007.
  • Duplicate RTAs
  • Some users have been creating duplicate RTAs to
    work around the local and state disencumbrance
    problem.
  • This should NEVER be done!

28
Current Issues
  • Auto-Disencumbrances
  • Travel vouchers should be processed within 60
    days of the travel end date.
  • Travel encumbrances are automatically
    disencumbered after that.
  • Vouchers processed close to this deadline often
    have disencumbrances which are invalidated by
    this automatic process.
  • Best solution . . . Process documents sooner!

29
Recent Enhancement
  • Effective June 5, 2007, a new audit has been
    implemented on the VP5 travel voucher for all
    institutions.
  • VP5 travel vouchers cannot be created for
    reimbursement before a trip begins however,
    these documents can be created on or after the
    beginning travel date on an approved RTA.

30
Travel Services
  • Common VP5 Problems
  • Incorrect Locale Codes (Sections 1 3)
  • Not separating taxes from lodging (Sections 2
    3)
  • Including state sales tax with Texas hotel
    expenses (Section 2)
  • Exceeding meals and/or lodging limits (Section 2)
  • State local funds on the same VP5

31
Travel Services
  • Common VP5 Problems
  • Putting expenses in the wrong section (Sections 1
    3)
  • Not separating tips from meals taxis
    (Sections 1, 2, 3)
  • Claiming expenses for other people
  • Omitting the travelers signature on the cover
    sheet when the traveler is a UT employee or
    prospective employee
  • Leasing an apartment or house from an individual
    rather than a commercial lodging establishment

32
Questions Answers
  • Q Is an RTA/VE5 required when away from one's
    office for 4 hours or more if just taking a 4
    hour course at another location on campus
    grounds? I was told that it was needed when away
    from office space for more than 4 hours (even if
    still on campus).
  • A No RTA is needed when traveling around Austin
    to any UT Austin campuses. Prepare an RTA only
    when going to a UT business location outside
    Austin when you will be away from your office
    more than 4 hours.

33
Questions Answers
  • Q When is the state mileage guide used instead
    of using point-to-point mileage using something
    like MapQuest?
  • A For state-funded accounts, use the state
    mileage guide when both cities are listed and
    odometer readings when they are not. Use odometer
    readings for intracity travel with a mileage log
    indicating locations. MapQuest is possible for
    calculating mileage amounts only with local fund
    reimbursements.

34
Questions Answers
  • Q Regarding per diem. . . if a conference only
    provides one of the 3 meals per day, do you pay
    the full per diem or require receipts for the
    other two meals and reimburse only the cost of
    the those two meals? Are charges for snacks
    allowed if the full per diem has not been met?
  • A Per diem is misleading travelers must
    state the actual amount spent for meals actual
    amounts are reimbursed (without receipts) up to
    the state or local meal limit for the location,
    regardless of any meals provided at a conference,
    unless the conference meal amount is both stated
    and optional. Snacks are allowed.

35
Questions Answers
  • Q Do you need receipts for tips to hotel and
    airport porters and taxi drivers?
  • A No, but remember tips are never allowed on
    state funds. Tips should be identified in the
    miscellaneous section as meal tips, taxi tips,
    baggage handling tips, and can be accumulated in
    daily totals by each uniquely identified category
    (meals, taxi).

36
Questions Answers
  • Q We have faculty that do clinical travel to
    area hospitals and clinics between 8 a.m. and 5
    p.m. They usually leave from their homes, travel
    to the site, and return to their homes. How is
    this supposed to be handled? What if they leave
    from their homes, travel to the clinical site,
    and return to UT School of Nursing for the rest
    of their appointed time?
  • A Unlike the IRS mileage rules that use the
    first trip of the day and the last trip of the
    day as commuting trips, the State of Texas
    requires us to calculate mileage from the
    travelers UT office location to the business
    activity point. The reimbursement to the traveler
    is the lower of the mileage from home to the
    business activity point or from UT to the
    business activity point. Travel from the business
    activity point to the UT office would be
    considered commuting and not reimbursable.

37
Questions Answers
  • Q I understand that pre-conference" expenses
    are not covered with state money. Are they
    covered by other accounts? Also, besides
    registration fees and hotel receipts, what
    receipts are required for reimbursements - or
    maybe a better question is, what type of expenses
    do not require receipts?
  • A Conference registration can be paid directly
    to the conference host prior to the conference.
    Airfare can be centrally billed and paid directly
    to the travel agency prior to the trip. Both can
    be paid with state funds.
  • Required receipts are listed at
  • www.utexas.edu/business/accounting/hbp/11_trav/tr
    av5-5.html.
  • No receipts are required for meals within the
    daily limits, parking, public transportation
    within a city, tips (local funds only), or tolls.

38
(No Transcript)
39
Questions Answers
  • Q If a faculty member travels with 2 assistants,
    do they all need to have a VE5? If the faculty
    member turns in her receipts following the trip
    and then says that 2 assistants went with her and
    she paid for their part of the hotel on her
    credit card, how is this handled?
  • A Yes, a VE5 is needed for each person. Each
    person is reimbursed for their own expenses. No
    person can be reimbursed for the expenses of
    another person. The assistants loans from the
    faculty member cant result in the faculty
    members reimbursements of their hotel expenses.

40
Questions Answers
  • Q How do we reimburse for meals when some meals
    are provided but not all of them?
  • A Actual meal expenses are reimbursed up to the
    daily limit without receipts based on the
    travelers actual cost. Although the department
    may have tighter limits of reimbursements for
    specific meals, there is no general policy of a
    daily meal allowance breakdown by breakfast,
    lunch, etc.

41
Questions Answers
  • Q If the hotel stay charges the greater amount
    the first day and then lowers it for each day
    after and the first day exceeds the meals and
    lodging expense for the day, such as 325 per
    day, how does the traveler get reimbursed? Do we
    justify it in the notes section and then get
    reimbursed?
  • A Each daily limit stands alone. An exception to
    the daily limit can be granted only on local
    funds. Mark the exception field and provide the
    business reason for the exception to the lodging
    limit in the VP5 doc notes.

42
Questions Answers
  • Q What is the best way for a traveler to get
    reimbursed if he or she is traveling for business
    and pleasure and may want to keep the rental car
    for the entire trip?
  • A Divide the rental car expenses by the total
    days of the rental period and multiply the daily
    amount by the number of business days. Reimburse
    only for the business portion.

43
Questions Answers
  • Q Where do I look on the travel Web site or whom
    do I contact for estimates so I can complete the
    VE5  a) air travel b) car rental or taxi and c)
    lodging?
  • A Use the Travel Management Web site to review
    state-contracted airfare amounts. Generally, the
    traveler will be responsible for providing these
    estimates to you.

44
Questions Answers
  • Q Our current department travel policy for
    students incorporates forms procedures that
    deal with Travel Management, Travel Accounting,
    Student Affairs, Study Abroad/International
    Office, Risk Management, U.S. State Department,
    and our own Equipment Check-Out Rules MFA
    Handbook. Are we correct in assuming it is within
    the department's authority to determine our best
    interest make these decisions without outside
    consultation? 
  • A Yes.
  • Q Is there someone that should review department
    policies to see if anything needs to be
    added/removed?
  • A No, the deans office will provide advice to
    you for these policies.

45
Questions Answers
  • Q Regarding international travel, especially to
    "questionable" parts of the world that our
    department considers a risk, are we correct in
    assuming it is within the department's authority
    to determine our best interest make these
    decisions without outside consultation?
  • A At this time, UT Austin does not have a policy
    to prevent travelers from traveling to high risk
    areas. We recommend a review of the detailed
    destination information from the following
    sites 
  • U.S. State Department travel advisories
    www.travel.state.gov/travel/travel_1744.html.
    Travelers will not be able to travel to
    destinations that the U.S. state department has
    restricted.
  • International SOS www.utexas.edu/services/travel.
    Click Travel Planning then click International
    Travel. This is a program provided by UT System
    Risk Management. The program provides assistance
    with safety, security information, required
    immunizations and will help the traveler find
    medical assistance when he or she is in traveling.

46
Questions Answers
  • Q Regarding international travel to parts of the
    world that our department considers a risk, when
    and with whom from Legal Affairs do we need to
    consult? 
  • A The UT department can request advice from the
    Legal Affairs if they wish.

47
Questions Answers
  • Q When a travel scholarship (SS1 document) is
    processed, are we required to have previously
    completed a VE5 pre-authorization for the
    travel? 
  • A No. Scholarships are for the personal
    educational pursuit of the individual receiving
    the award. Personal travel does not require a VE5
    authorization. However, we defer to your deans
    office requirements, so prepare an RTA if you are
    instructed to do so by your deans office.

48
Questions Answers
  • Q When a student has a financial bar, the bar is
    deducted from his or her SS1 but a VP5 Travel
    Reimbursement reflects no deductions. If indeed
    the SS1 is "for travel, why is "travel money"
    reallocated by accounting to cover an unrelated
    debt?
  • A A VP5 would be for UT business purpose, either
    as an employee or when a student travels
    representing a UT student group so the travel is
    nontaxable and is not subject to financial bar
    deductions.
  • An SS1 travel award would be for the personal
    educational pursuit of a student, and this is
    taxable income to the student. Any financial bars
    for tuition, etc. would be deducted, and this is
    the case with all scholarship payments, even
    travel awards.

49
Questions Answers
  • Q How do I claim travel expenses for a trip that
    crosses fiscal years?

gtgt Enter additional information or enter an
ACTION. ltlt DEFINE
REQUEST FOR TRAVEL AUTHORIZATION - VE5
Year 06 07 Command VE5 Account
__________ Misc _______________ Month
JUL
Status
CREATED -- COVER SHEET --
Document ID T0VE5970455 Action ___
Summary DOCUMENT IN PROGRESS_____________________
_________ Created 07/16/07 by ACGEM -
MARTT, GARY E
Format 01___ Template Process
Date Travel Dates Begin
081507 End 091207 Voucher Date 071607 DTN
_______ RTA Nbr TV06428503 Designated HQ
UT AUSTIN_____________________ Vendor
ID 2 UT EID ae5666__ MC 002 Name EINSTEIN,
ALBERT Traveler Type E Title
SR SYSTEMS ANALYST_____ State VID 24666666666
SECTIONS
_ 1
Destination Code Locale
Description
TXDAL I DALLAS, TX
UKLON F
LONDON, UK _
2 Purpose of Travel 03 Perform research
activities. Benefits to
UT 02 Help fulfill contract provisions.
Disposition of Duties 01 No
classes missed. _ W
Washington DC Travel
X _ 3 Account Information
No Cost to UT _
_ 4 Define Codes (Optional)
gt FINAL INBOX
SELECTION lt
-- 0 UT Austin ------ PF1Options
------ PF8Exit ------ 7/16/07 0526 AM --
50
Questions Answers
  • Q How do I claim travel expenses for a trip that
    crosses fiscal years?

gtgt Enter additional information or enter an
ACTION. ltlt DEFINE
REQUEST FOR TRAVEL AUTHORIZATION - VE5
Year 06 07 Command VE5 Account
__________ Misc _______________ Month
JUL
Status
CREATED -- COVER SHEET --
Document ID T0VE5970455 Action ___
Summary DOCUMENT IN PROGRESS_____________________
_________ Created 07/16/07 by ACGEM -
MARTT, GARY E
Format 01___ Template Process
Date Travel Dates Begin
081507 End 091207 Voucher Date 071607 DTN
_______ RTA Nbr TV06428503 Designated HQ
UT AUSTIN_____________________ Vendor
ID 2 UT EID ae5666__ MC 002 Name EINSTEIN,
ALBERT Traveler Type E Title
SR SYSTEMS ANALYST_____ State VID 24666666666
SECTIONS
_ 1
Destination Code Locale
Description
TXDAL I DALLAS, TX
UKLON F
LONDON, UK _
2 Purpose of Travel 03 Perform research
activities. Benefits to
UT 02 Help fulfill contract provisions.
Disposition of Duties 01 No
classes missed. _ W
Washington DC Travel
X _ 3 Account Information
No Cost to UT _
_ 4 Define Codes (Optional)
gt FINAL INBOX
SELECTION lt
-- 0 UT Austin ------ PF1Options
------ PF8Exit ------ 7/16/07 0526 AM --
Prepare separate VP5 docs for each fiscal year
period (8/15 to 8/31 and then 9/1 to 9/12).
51
Faculty Travel Grants
  • Q What are Faculty Travel Grants (FTGs)?
  • A FTGs provide airfare and registration fees for
    faculty presenting papers at conferences.
  • Q How much are the awards?
  • A 1,200 total for up to two trips per year.

52
Faculty Travel Grants
  • Q Can Faculty Travel Grants be used for foreign
    travel?
  • A Yes.
  • Q If the faculty member purchased his own ticket
    for an approved trip, can he be reimbursed from a
    Faculty Travel Grant?
  • A Yes.

53
Faculty Travel Grants
  • Q A trip approved on a FTG was cancelled, and no
    charges were incurred. Can the faculty member use
    the funds for a different meeting?
  • A Yes, as long as the use of the FTG funds was
    pre-approved for that specific meeting.

54
Faculty Travel Grants
  • Q The trip is over, and the faculty member now
    wants to apply for Faculty Travel Grant funds.  
  • Can they do this?
  • A No, FTG funds must be pre-approved prior to
    the date of the trip.

55
Faculty Travel Grants
  • Q I would like to use the FTG funds for taxis
    and hotel expenses. Can I do this?
  • A No, these funds are only for the
    transportation costs to get to the city of the
    conference and registration fees. Occasionally, a
    city wont be serviced by an airport (e.g.,
    Boulder) so transportation from the airline
    destination (e.g., Denver) to the conference city
    could be paid.

56
Cash Advances
  • Q Who is eligible to be issued a cash advance?
  • A Any UT employee with a current appointment
    during the dates of the cash advance period.
  • Q How do you request a cash advance?
  • A Contact Leslye Allen for the format of a cash
    advance request letter. oa.lkallen_at_austin.utexas.e
    du

57
Cash Advances
  • Q When is the reconciliation due for my cash
    advance? 
  • A No longer than 30 days past the ending date of
    the activity period.
  • Q What is the procedure if I dont use the
    entire advance I was given?
  • A Return the excess to Leslye Allen by cash,
    check, or money order along with the
    reconciliation.

58
Cash Advances
  • Q What is the procedure for being reimbursed if
    I spend more than the advance I requested?
  • A Leslye Allen will prepare the additional
    reimbursement to the traveler when the
    reconciliation is submitted.
  • Q When a cash advance is being requested for a
    trip, do I encumber the amount on the RTA?
  • A No. Leslye Allen prepares the encumbrance when
    the advance is issued. Prepare the RTA with just
    a nominal amount (1), since an amount is
    required to complete the RTA.

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GENERAL DISCUSSION
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