Guidelines Update: TRAVEL Financial Representative Meeting (FAR) July 18, 2018 Sheri Hardison, Interim Associate Vice President for Financial Affairs & Controller Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

Overview Business/First Class Travel Travel Reimbursement Guideline Changes Travel Authorization Guideline Changes Financial Affairs Office of the Controller

Business/First Class Travel New guidelines for allowability and approval Financial Management Operational Guideline (FMOG) Travel Reimbursement Section H.5.a (details) FMOG Travel Authorization Section B (reference only) UT System Policy UTS191 Travel Guidance for Presidents and Their Spouses Financial Affairs Office of the Controller Office of the Controller

Business/First Class Travel All other staff/faculty Steward university resources through economic travel No need to sacrifice basic travel needs Assigned economy-class seat Carry-on baggage storage Airfare Class Approval Form required for first/business class travel Financial Affairs Office of the Controller

Airfare Class Approval Form Gift funds or specifically allowable funding source Single travel leg flight time greater than five hours Lowest available fare requires unreasonable travel time No other ticket available and trip was reasonably pre- planned State and federal funds more restrictive Medical or physical limitations documented by physician No lower fare reasonably available Financial Affairs Office of the Controller

Airfare Class Approval Form Approved form to be attached to Travel Authorization and Expense Report Approvals required Provost – Academic Affairs faculty/staff Vice President – all other faculty/staff President or approved designee – all Vice Presidents Financial Affairs Office of the Controller

AIRFARE CLASS APPROVAL FORM Financial Affairs Office of the Controller

Travel Reimbursement Guideline Changes Added - Section 5.H.a Fare Class Restrictions Added – Section R Trips Including Personal Travel UTSA pays for only business travel expenses CLIBA card cannot be used for any personal travel expenses Financial Affairs Office of the Controller

Travel Reimbursement Guideline Changes Added – Section R Trips Including Personal Travel (cont’d) If trip includes personal and business, exclude personal expenses from TA Clearly exclude personal expenses on Expense Report Example – Calculate airfare with and without personal travel at time of purchase; Expense the amount without personal travel Financial Affairs Office of the Controller

Travel Reimbursement Guideline Changes Added – Section S Spousal Travel Only reimbursable with business purpose Must follow UT System Policy UTS120 For non-Presidential spouse, prior written approval from President required Usually taxable to employee unless spouse fulfills specific job role Financial Affairs Office of the Controller

Travel Reimbursement Guideline Changes Revised – Section H.5 Reasonable fees from airline will be reimbursed Baggage charge Fee to obtain assigned seat Not eligible for reimbursement Priority boarding status fees Financial Affairs Office of the Controller

Travel Authorization Guideline Changes (Coming Soon) Section B – added reference to Travel Reimbursement for fare class restriction details Added – section D International Travel Registration with International SOS Financial Affairs Office of the Controller

Travel Authorization Guideline Changes (Coming Soon) Added – section E Washington DC Travel Considerations Required notification to Texas Office of State- Federal Relations for: Activities involving spending/obtaining federal funds Activities that impact federal policy Include timing, purpose and contact person Financial Affairs Office of the Controller

Other Travel Changes UT System updated UTS190 International Travel Policy Uses US State Department advisory system Each country has advisory level from 1 – 4 Read policy for full details - https://www.utsystem.edu/sites/policy-library/policies/uts-190- international-travel-policy Financial Affairs Office of the Controller

QUESTIONS Financial Affairs Office of the Controller

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