UAccess Financials Travel Best Practices Denise Blum, Operations Coordinator deniseblum@email.Arizona.edu 520-621-3469 Tammy Strom, Assistant Director Operations tammyv@email.arizona.edu 520-626-5276 Introductions

Agenda Before the Trip Travel Authorization International Travel Registry Travel Encumbrance Prepaying expenses After the Trip Travel Expense Report Disbursement Voucher Accounting Lines Object Code(s) Travel Tab Settling Travel Advances Distribution of Income & Expense Cash Receipt High level overview, before & after travel Focus on eDocs in UAccess Financials Policies guide the best practices UAccess Learning Classes – FSO, UITS, OGI

approver (traveler’s supervisor) Meet with Traveler-discuss International Travel? Meet with Traveler-discuss funding, arrangements, per diem, personal time, other exceptions Travel Planned YES International Travel Registry (Transfer Registry # to TA) NO International Travel? Travel Advance? TA signed by department approver (traveler’s supervisor) Travel Advance? TA with advance section completed with original signatures from traveler & department approver Meet with Traveler-discuss funding, arrangements, meal & lodging rates, personal time, other exceptions YES TA with advance section completed with original signatures from traveler & department approver Send Original TA to FSO with conference brochure and/or other supporting documentation International Travel Registry (Transfer Registry # to TA) NO Travel Planned TA signed by department approver (traveler’s supervisor) Send Original TA to FSO with conference brochure and/or other supporting documentation Travel Planned Travel status 35 miles with w/o overnight Meals and lodging Pre-authorization Meet with traveler – details/arrangements Transportation, registration, per diem Personal time, exceptions supported by UA BP Conference brochure or meeting agenda? International Travel? Outside contiguous US, US territories = international International Travel Registry Register trip in UA International Travel Registry Approved=compliant with Int’l TV Safety & compliance Policy Unique 5 digit registry code transferred to TA Advance Avoid out of pocket for meals, transportation, lodging UA employees and Graduate students only Minimum amount = $250 Promissory Note Signatures Colored Ink – easier to see it is original 10 business days before departure Funds released 7 days before departure – Automated Clearing House Direct Deposit – lost/damaged checks Create a Disbursement Voucher – more details later No Advance Traveler does not need to see travel authorization Supervisor original signature-colored ink UA BP, funds available, personal time Original TA to FSO Conference Brochure, Meeting Agenda, Comparisons Expedite reimbursements (designated lodging, meals, PTT)

WHO WHY WHAT HOW WHEN WHERE FSO travel website Auto-generated T-Number – Refer often Traveler & Department Travel Order What UA business is conducted as result of travel? Where is traveler going and when? Staying in meeting or conference designated lodging? Conference designated lodging exempts conference hotels from established lodging allowances. This particular exemption was extended in order to reduce ground transportation costs and because University attendees have no control over the venue of the conference. Individuals staying at a conference designated hotel may be reimbursed actual lodging cost, provided a conference brochure indicating the lodging rate accompanies the reimbursement claim and original itemized receipts.

Estimate Total Travel Costs/Budget International Travel? Meet with Traveler-discuss funding, arrangements, per diem, personal time, other exceptions Travel Planned YES International Travel Registry (Transfer Registry # to TA) Optional NO Travel Advance? TA with advance section completed with original signatures from traveler & department approver Estimate Total Travel Costs/Budget Travel, Lodging, Meals, Registration, etc. YES Pre-Encumber Funds NO TA signed by department approver (traveler’s supervisor) Send Original TA to FSO with conference brochure and/or other supporting documentation Optional Estimate Total Travel Costs/Budget Travel, Lodging, Meals, Registration, etc. Pre-Encumber Funds Best practice create Budget – total travel costs $1000 or more Pre-encumbrance – Best practice Travel advance and/or any expenses that will be reimbursed post-travel

Prepaying Travel Expenses Payment Method Options PCard Disbursement Voucher Payment Reason Code Requisition Travel Agency Travel Advance  Object Code 8315 Travel Advance Conference Registration    Object Codes 6140, 6240, 6340 Prepaid Travel Expense Airfare    Object Codes 6141, 6241, 6341 Hotel Room and Tax Only     Object Codes 6142, 6242 Prepaid Travel Expense Prepaid by Traveler (Partial Reimbursement)  Any Travel Expense Object Code Travel Expense Pre-paying for travel Major expenses paid for before travel Travel advance paid on disbursement voucher to employee Conference registrations Airfare – best practice use airfare travel object codes Hotel – can reserve room on department PCard – hotel object codes Partial reimbursements-best practice TA and registry done Original travel expense report signed by traveler Original receipts that show proof of payment Credit card or bank statements Business purpose support for expenses beyond most direct and economical Partial reimbursement risks

Pre-Encumbrance Option UAccess Financials Pre-Encumbrance Best/recommended practice to pre-encumber Set aside/ear mark/reserve account funds Main Menu overview/accounting lines Tabs consistent with other eDocs- BP – on all eDocs and Travel Expense Report T-Number in Org. Doc. # field on Document Overview and Org. Ref ID on Pre-encumbrance accounting line – Data more readily available for your use in creating Analytics Reports Reversal Date = End date of travel Accounting lines: Chart code on all eDocs = UA Account to reserve funds – not limited to one account, additional lines for additional accounts Sub account, Sub object, and Project – defined by department, fund accountant Object code – In state 6140, domestic out of state 6240, foreign 6340 Amount – cover advance and/or post travel reimbursement amount from budget calculation

Travel Advance Issued UAccess Financials Disbursement Voucher The traveler wants an advance Main menu  BP, T-Number, Payment Reason Code, Due date – (AP can edit)  Accounts mirror what was used on Pre-Encumbrance Sub account, Sub object, and Project – defined by department, fund accountant Object Code = 8315 T-Number in Org Ref ID Analytics reporting End date of travel – guidelines on website, AP will correct

Prepaid Lodging http://www.fso.arizona.edu/travel/prepaying-hotel & other expenses such as conference registration Payment Reason Code: Prepaid Travel Expense Hotel Object Codes: 6142 or 6242 Payment Reason Code: Prepaid Travel Expense Conference Object Codes: 6140, 6240, 6340 UAccess Financials Disbursement Voucher Prepaid Hotel Disbursement Voucher Website for procedure details PRC and object codes – best practice Reservation and credit card authorization form Not limited to hotels

Prepaid Hotels http://www.fso.arizona.edu/travel/prepaying-hotel Total Lodging Cost < $10,000 Not available if personal time is taken Not available for international travel Reservation and DV complete > 5 days pre-travel Room and tax/applicable fees only FSO A/P receives daily report of Prepaid Hotel DVs Prepaid Expense Program highlights Best Practice – multiple travelers Personal – AP PCard charged for personal expenses Foreign – currency conversions language barriers Sufficient time to process, traveler provides credit card, process improvement Remember Hotel Enhancement on PCard!

Post-Travel and Settling Travel Advances Traveler returns original itemized documentation Travel Advance Issued? Initiate DV to Reimburse Expenses NO Travel Pre- Encumbered? Advance= Expenses? Advance< Expenses? Advance> Expenses? Travel Advance Issued? Prepare Travel Expense Report (TER) YES Advance= Expenses? Traveler returns original itemized documentation Initiate DI = to Travel Advance Travel Advance DV Coversheet sent with documentation Traveler reviews & signs TER Prepare Travel Expense Report (TER) Confirm Disencumber Complete YES Traveler reviews & signs TER Initiate DI = Expenses Traveler returns excess funds Create a Cash Receipt = funds returned Travel Advance DV Coversheet sent with documentation NO Advance> Expenses? Travel Pre- Encumbered? YES NO NO Initiate DI = Travel Advance Initiate new DV for additional expenses New DV Coversheet sent with documentation YES Advance< Expenses? Confirm Disencumber Complete Post-travel process Accountable plan 10 days-travel advances TER FSO site Trip to Greece - auto calculates in funding sectionpresent to traveler for review/certification Disencumber  Advance – go from screen From TER – auto calculated – no money due or payable Describe Items from screen YES

Travel Expense Report in more detail Traveler & Depart, Order – T-Number – mirror TA Best practice to itemize, extra pages Employee Travel Expense Claim Miscellaneous expenses, funding (notes to clarify BP) & signature Example – spent more than advance

Reimburse traveler for expenses incurred Pre- or Post-travel Payment Reason Code: Travel Expense Travel Object Codes UAccess Financials Disbursement Voucher Travel reimbursement DV Generally Travel Object Codes  BP, T-number, PRC Where you want to recognize the expense – Tnumber again, object code for this example T-number and end date of travel – AP will edit

Travel Tab required Only highlighted sections for Analytics reporting Don’t forget to click the add button (every line every eDoc w/button) Additional three sections available Best practice not to use Traveler Expense required field – provide overview

– used other in this example Available options Search for company name – no data entry necessary Companies returned Company type code corresponds to type selected Return value with matching letter

Distribution of Income and Expense From Accounting Line 8315 To Accounting Lines 6xxx Move expenses from receivable object code to expense object codes – using Wilma’s TER as example Same Main Menu Tab location DI Screen –BP & T-Number From line (this example) equal the travel advance same account and 8315 To lines best practice itemize the expenses per object code Total expenses equal the advance – extra on the reimbursement DV If money left over, this DI = expenses and Cash receipt-more later Review expenses to object codes Business expenses outside of travel event Explain on DI note –did not show notes & attachments on but would be the same – best practice – reference related eDocs Travel Advance =

Enter as Negative Number Cash Receipt Object Code 8315 Enter as Negative Number Travel advance money left over – deliver to Bursar’s Same Main Menu Tab location  T-number consistently Accounting lines exactly the same as travel advance DV Including restating the Tnumber Caveat – enter as negative This amount added to the DI = the advance -Corresponding DI amount would have been $3,063.50

Using UAccess Financials to view Travel Documents Using the T-Number to search Financials (any org. doc. #)

Using to view Travel Documents Financial > General – Financial Management > Transactions dashboard analysis. You just have to right-click on any column header in that analysis, then select Include > Organization Reference ID.

Additional Best Practices Ensure clear UA Business Purpose Review Action List Address eDoc notes on eDoc Click the acknowledge or FYI button on all eDocs, Travel Auth and Travel expense report Document findings, Route notes back for additional information Pending review - Inform AP of your wishes Clears out of your action list 20

http://www.fso.arizona.edu/travel Travel Policies International Travel Policy Travel Authorization Travel Expense Report Prepaid Lodging http://www.fso.arizona.edu/travel/ prepaying-hotel Just-In-Time training tutorials – coming soon to UAccess Learning links to all policies and travel forms on FSO Website