18th Annual “How To”… Session Business Office Travel Office 18th Annual “How To”… Session “Meet us at the Movies”

Travel Office Staff (Movie Cast) Dalinda Gamboa-Accounting Group Manager x4619 Maricarmen Ramirez-Accounting Group Supervisor x4609 Patricia Jackson, Accounting Specialist x4628 Vanessa Limon, Accounting Assistant-Travel Authorizations x4618 Vacant, Accounting Assistant-Travel Vouchers x4656 traveloffice@southtexascollege.edu

End of Fiscal Year Reminders (Movie Spoiler) End of fiscal year for STC – August 31, 2017 End of fiscal year deadline – September 7, 2017 FY 2017 BUDGET – all items received, services rendered & travel occurring on 8/31/17 or prior FY 2018 BUDGET – all items received, services rendered & travel occurring on 9/1/17 or later Travel Authorizations with travel dates after August 31, 2017 will be processed in the new fiscal year (FY 2018). Exceptions – items that will be processed and charged to the department’s FY 2017 budget: Registration fees with a due date prior to September 30, 2017 and offers a savings to the college for early payment. Airfare with travel dates prior to September 30, 2017.

The Travel Office (Movie Script) All travel requires: Approvals (Employee, Immediate Supervisor, Financial Manager, Vice President (If applicable) Organization/Fund code Submitted in a timely manner to review and process: Travel Authorizations-Minimum of 15 business days prior to travel (taking registration deadlines into account) Trip Travel Vouchers-Minimum of 20 business days after travel occurred Mileage Encumbrance-submitted at the beginning of each fiscal year or semester depending on whether staff or faculty mileage Mileage Travel Vouchers-submitted monthly

The Travel Office (Movie Script) continued Travel Authorizations-submitted every time an employee has approval to travel out of district (outside of Hidalgo/Starr Counties): Registration forms Membership forms-must also include STC institutions membership form with required approval signatures Hotel reservation confirmation-Instate must include signed hotel tax exempt form. (Make note if rooming with someone) Current Vendor W-9 forms (December 2014) Method of transportation-(if carpooling, make note) Mileage-(forward driver’s license & insurance for dates of travel) Include an airfare quote for comparison for anything North of San Antonio. Car Rental (car rental quote noting requisition number) Airfare-quote attached

The Travel Office (Movie Script) continued Mileage Encumbrance-submitted when authorized employees are allowed to travel in district (Starr & Hidalgo Counties) Estimated mileage for the whole fiscal year or semester. Make sure to close all open mileage encumbrances for employees that are no longer traveling. To do this: Send an e-mail (must be from the FM or approved by the FM) to the Travel Office requesting that the encumbrance(s) be closed. Make sure to include the following: Name of the traveler (employee) Traveler’s A# Encumbrance Number

The Travel Office (Movie Script) continued Mileage Reimbursement Travel Voucher-submitted when in-district travel is completed monthly Standard Mileage Method Forms (SMM)- only if employee’s first or last travel destination is not their home base Mileage log School Calendars Faculty Teaching Schedules Driver’s License & Insurance for dates of travel Trip Reimbursement Travel Voucher-submitted after a trip has occurred. Itemized hotel receipts Boarding passes Incidental receipts (ex. Taxi, Shuttle, Baggage, etc.)

Travel & Expense Management System (TEMS) – (Movie Set) Part I consists of online authorizations whether it be for a trip or for mileage reimbursements. Part II consists of generating the expense reports off of the authorizations. What is an expense report you might ask? The expense report simply replaces the travel voucher.

TEMS – Travel Authorization (Movie Scene) Employee Trip – In State San Antonio, TX Conference Dates Conference Name Hotel Transportation Registration Per Diem Employee In-District Mileage Home Base Dates Estimated Miles Current Mileage Rate Valid Driver’s License Proof of Insurance (travel dates) Must show employee name

Travel Office - Outtakes Thank you for attending Questions?