Travel Workflow Update

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Presentation transcript:

Travel Workflow Update Disbursements & Travel Services Office FAR Meeting May 24, 2017 Diana Macias-Ollervidez Assistant Controller Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

New State Requirement Effective January 24, 2017 State credit card must be used to purchase airfare paid with state or federal funds Includes CLIBA, TAC or OneCard (From Texas Administrative Code 20.413) Office of Financial Affairs Disbursements & Travel Services

Negative Travel Encumbrances Since January 2017 UTSA departments have experienced occasional, random negative encumbrances Appears related to when DTS “Sends Back” an Expense Report and creator re-budget checks the Expense Report UT Systemwide Information Services (SIS) went to Oracle for a solution. Solution fix expected in June 2017. In the interim DTS will submit specific instances to SIS to fix Office of Financial Affairs Disbursements & Travel Services

DEMONSTRATION OF FRONT OFFICE TRAVEL DOCUMENT STATUS QUERY QUERY: UTS_EXP_PND_STAT_WF_PRMPT Office of Financial Affairs Disbursements & Travel Services

Approval Options System designed to send email approval notifications Sometimes go to junk, quarantine or clutter Two other alternative approval methods Worklist – shows all approval documents Travel and Expense – Approval Transactions – shows travel documents pending approval Step by Step instructions for approval methods Online travel training PSSC May 2017 Spotlight newsletter Office of Financial Affairs Disbursements & Travel Services

Disbursements & Travel Services Related Training Courses: www.Training.utsa.edu Strongly encourage travelers and approvers (all types) to complete online training: Online – Travel Authorization Workflow (PS 0307) Online – Expense Report Workflow (PS 0308) Travel document creators should attend in-person class if not taken since November 1, 2016 Travel Reimburse Process course (PS 0310) Office of Financial Affairs Disbursements & Travel Services

Office of Financial Affairs QUESTIONS Office of Financial Affairs Department Name

Your partner for successful solutions Thank you! Your partner for successful solutions Office of Financial Affairs