PROCESS IMPROVEMENT TO TRAVEL PROCEDURES OPERATIONS DEPARTMENT DIVISION OF FINANCE AND ADMINISTRATION

Transcription

1 PROCESS IMPROVEMENT TO TRAVEL PROCEDURES OPERATIONS DEPARTMENT DIVISION OF FINANCE AND ADMINISTRATION

2 Process Alignment with PeopleSoft 9.2 CHANGES OVERVIEW Streamline Workflow Approvals Streamline number of required Travel Forms Receipts at Departmental Level Implementation of Standard Meal Rate for Domestic Travel Frequent Traveler Card Program (Phase I October1, 2017 Phase II FY19) Travel Encumbrances for all expenses Single Expense Report for travel expenses Check out Fuel Card program for fleet only not available for individual Car Rentals Hotel Payments reimbursable or Frequent Traveler Card CTP Booking Fee going away for individual travelers Revision and updates to: Travel Policy Entertainment Policy One Card Program manual Expense Resource Guide

3 Current Approval 1) Account / Project Manager 2) Supervisor 3) Division Head (over hotel allowable rate) 4) Tax Office required (certain e- types) 5) Travel Office Streamline Workflow Approvals Domestic Travel (from 5 to 2) Streamlined Approval 1) Account / Project Manager 2) Travel Office Supervisor s approval in itravel 24 Hour Passive approval

4 Workflow Approvals Domestic Travel (from 5 to 3)

5 Current Approval 1) Project/Account Manager 2) Supervisor 3) Department Head 4) Dean/Director 5) Additional Approval (review for Division Head) 6) Division Head 7) Special Form Approval 1 (review for President s approval) 8) President 9) Travel Office Streamline Workflow Approvals Foreign Travel (from 9 to 3) Streamlined Approval 1) Project/Account Manager 2) Supervisor 3) Travel Office

6 Workflow Approvals Foreign Travel (from 9 to 3)

7 Streamline Number of Required Travel Forms Current Forms 1) Travel Request Form - Domestic 2) Travel to Foreign Countries Request 3) Guest Lecturer Authorization Request 4) Credit Card Reconciliation Form 5) Inter-Campus Mileage Request 6) PDF Voucher 7) Travel Reimbursement 8) Change Order Form (from 8 to 4) Streamlined Forms 1) Travel Authorization 2) Foreign Travel Authorization Form 3) Single Expense Report 4) Credit Card Reconciliation Form (for Program Participants Only)

8 Reservations must be made in itravel Travel Overview Process Airfare Hotel Car Rental A Prepayment will be made by UTRGV Corporate or Frequent Traveler card Corporate or Frequent Traveler card will hold room reservation. Upon Check in Traveler will present credit card (personal or Frequent Traveler card) for room, tax and incidental payments Direct billed to UTRGV Encumbrance of all estimated expenses including, meals, gas and incidentals using the ishop Travel Authorization form Once trip ends submit the Single Expense Report based on actual expenses Compliance with Policies and Procedures

9 Travel Process Overview Domestic Travel Simultaneously Business Travel needed itravel Reservation ishop Travel Authorization Travel Authorization is approved to complete PO encumbrances Department/Traveler Travel Office Accounts Payable Payment is issued to Traveler A. Review of expenses and receipts B. Submit Expense Report for reimbursable expenses C. Traveler s Certification Trip takes place

10 Travel Process Overview Foreign Travel Business Travel needed Reservation with contracted travel agency Foreign ishop Travel Authorization Travel Reservation ticketed by the Travel Office Department/Traveler Travel Office Accounts Payable Payment is issued to Traveler A. Review of expenses and receipts B. Submit Expense Report for reimbursable expenses C. Traveler s Certification Trip takes place

11 Account Manager s Role & Responsibility on Travel Approval Process Assure compliance with Travel Policies and Procedures. Ensure Hotel limits are correct and allowed by the account paying for them. Ensure sufficient funds are available. Maintain required documentation for all Travel Expenses, excluding meals.

12 Meals Meals and Receipts The UTRGV standard daily meal rate for domestic travel is $60 No receipts required Breakfast $14 Lunch $17 Dinner $29 Conference provided meal(s) to be deducted from daily rate Receipts All Travel receipts for non-meal expenses should be kept at the departmental level. Request for reimbursement or payment must be submitted after the department has reviewed all expenses ensuring they are in compliance with UTRGV Policy.

13 Reservations must be made in itravel GSA Rates Hotel Reservations Allowable hotel Rates Based on the daily allowable rate indicated on the gsa.gov website for the location and travel dates Conference Rates Allowed up to the Conference rate and based on any funding limitation for specific account source (i.e. grant accounts). If conference hotel is not available traveler is allowed to stay at a different hotel up to the conference rate amount.

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17 Payment Types in ishop forms Direct Bill: When vendor will provide an invoice to UTRGV and cost should be Payable to the vendor (i.e. Hertz, Avis, EAN Holdings-Enterprise) Hotels will no longer be Direct Bill/Prepaid Reimbursable: When travel cost is paid by the Traveler and it needs to be reimbursed Traveler will now be reimbursed for lodging charges Prepayment (Citibank) For all expense lines that will be paid by UTRGV corporate credit card (i.e. airfare reservation in itravel) or when paid with Frequent Traveler s Citibank Credit card

18 Airfare reservations for 8 or more travelers may be made via the contracted travel agency s group departments Hotel reservations for groups may be paid by the UTRGV Travel Services Office using the university s Corporate Credit Card Camps Mariachi Student travel FESTIBA HESTEC GME Program (Residency) Group Reservations

19 Single Expense Report

20 Create Single Expense Report 1. Search for the Purchase Order 2. Under the Available Actions drop down menu select Create Invoice & Click Go 3. Assign a Supplier Invoice No. using the following format: a. REQ b. Requisition number c. Example: REQ Indicate the amounts and quantity of the actual expenses 5. Click Save 6. Click on the Invoice tab 7. Under the General section, click on the 2 nd Edit button and check the box to indicate whether the PO can be Finally Closed 8. Click Complete

21 Search for the Purchase Order

22 Create the Expense Report Under the Available Actions drop down menu select Create Invoice & Click Go

23 Assign a Supplier Invoice Number Use the following naming convention for assigning travel related invoices a. REQ b. Click Save.

24 Modifying and Saving Expense Report 3 1. Indicate the amounts and quantity of the actual expenses. 2. Click Save. No attached receipts 1 2

25 Indicate whether to Finally Close PO 1 1. Click on the Invoice tab. 2. Under the General section, click on the 2 nd Edit button. 3. Check the box to indicate whether the PO can be Finally Closed. 4. Click Save. 2 3

26 Complete 1 1. Click Complete. Invoice will be routed to AP for review. Traveler will be reimbursed within seven days.

27 Transition Plan Existing Hotel Reservations with Encumbered funds (PO) itravel reservations: Credit Card authorization form (payment) will or has been submitted to the hotel. Traveler will present personal credit card for incidental expenses only Outside of itravel: If requisition has been already reviewed by the Travel office the Credit Card authorization form (payment) will or has been sent to the hotel. Traveler will present personal credit card for incidental expenses only. Review your requisition comments for verification. New reservations after October 1, 2017 When submitting the ishop Travel Authorization form indicate Traveler s name as the supplier and Reimbursable as the payment type to encumber estimated hotel, meals and incidental expenses to be claimed via the Single Expense Report after the trip.

28 Resources State Travel Management Program TexTravel UT System Travel Services UTRGV Travel Policy General Services Administration (GSA) Student Travel Guidelines STU

29 Contact us Travel Services Office Phone Accounts Payable Phone itravel help desk Phone