Disbursements and Travel Services RTAs/Travel Authorizations FAR Meeting – May 6, 2014

RTA’s in Define Outstanding travel encumbrances in Define were disencumbered at the end of 4/30/14 Outstanding RTA’s with remaining encumbrances will be re-entered into PS for travel beginning May 1st and going forward RTAs cannot be created in PS for past travel dates

RTAs for Past Travel RTAs authorized in Define will be reimbursed through the T&E module but not tied to a TA # in PS (will be handled as an expense report) In PS, notate in COMMENTS section the RTA# or TV# from Define A completed TAF (Travel Authorization Form) is required to reimburse unauthorized travel

New Travel Authorization Form (TAF) Required to approve travel during interim process (May 1st- May 12th) Required for any unauthorized travel Required to correct any travel authorizations approved in PS

Travel Agencies and Travel Authorization Requirement Full Service: Provide CTP or ATI with a verbal certification that a TAF has been approved prior to procuring airfare for period May 1st- May 12th CONCUR: Key in to RTA or TA field “Approved TAF” to procure airfare from May 1st- May 12th

Processing Travel Advances and Reimbursements Training (PS 204.01) May 8th 8:30 -12:00 MB 0.328 May 9th 8:30 -12:00 MB 0.328 May 15th 8:30 -12:00 MB 0.328 May 16th 8:30 – 12:00 UH2 1.114 May 22nd 8:30 – 12:00 FS 3.412 DT May 29th 8:30 – 12:00 MB 0.328

Resources: Request for Travel Authorization Guideline Travel Advance Guideline http://utsa.edu/financialaffairs/opguidelines/2.9.2.html Travel Card Guideline http://utsa.edu/financialaffairs/opguidelines/0111.html Travel Reimbursement Guideline http://www.utsa.edu/financialaffairs/opguidelines/0109.html