Disbursements & Travel Services Office Travel Updates/Reminders January 18, 2011 Travel Updates/Reminders January 18, 2011

Mileage Rate Change State Comptroller’s Office adopts IRS mileage rate change Effective January 1, 2011Effective January 1, 2011 –.51 cents per mile September 1, 2010 to December 31, 2010September 1, 2010 to December 31, 2010 –.50 cents per mile State Comptroller’s Office adopts IRS mileage rate change Effective January 1, 2011Effective January 1, 2011 –.51 cents per mile September 1, 2010 to December 31, 2010September 1, 2010 to December 31, 2010 –.50 cents per mile

Mileage and Parking Reimbursement Mileage/Parking Log for Travel Reimbursement Form can be processed thru Fiscal Services OfficeMileage/Parking Log for Travel Reimbursement Form can be processed thru Fiscal Services Office Petty Cash Form is not requiredPetty Cash Form is not required Petty cash limit does not applyPetty cash limit does not apply MapQuest documentation is not requiredMapQuest documentation is not required Applicable only for local travel within Bexar CountyApplicable only for local travel within Bexar County Mileage reimbursement is allowed, if the traveler is dropped off or picked up at the airport on departure and arrival dates to avoid paying airport parking fees.Mileage reimbursement is allowed, if the traveler is dropped off or picked up at the airport on departure and arrival dates to avoid paying airport parking fees. Mileage/Parking Log for Travel Reimbursement Form can be processed thru Fiscal Services OfficeMileage/Parking Log for Travel Reimbursement Form can be processed thru Fiscal Services Office Petty Cash Form is not requiredPetty Cash Form is not required Petty cash limit does not applyPetty cash limit does not apply MapQuest documentation is not requiredMapQuest documentation is not required Applicable only for local travel within Bexar CountyApplicable only for local travel within Bexar County Mileage reimbursement is allowed, if the traveler is dropped off or picked up at the airport on departure and arrival dates to avoid paying airport parking fees.Mileage reimbursement is allowed, if the traveler is dropped off or picked up at the airport on departure and arrival dates to avoid paying airport parking fees.

Lodging Per Diem Lodging rate exceeds GSA per diemLodging rate exceeds GSA per diem –Lodging Rate Increase Form is required when: Processing a travel reimbursement voucher orProcessing a travel reimbursement voucher or Travel Advance RequestTravel Advance Request –Completion of the cost savings itemization section of the form is required when someone travels on state funds (14 accounts) dgingRateIncrease.pdf dgingRateIncrease.pdf dgingRateIncrease.pdf Lodging rate exceeds GSA per diemLodging rate exceeds GSA per diem –Lodging Rate Increase Form is required when: Processing a travel reimbursement voucher orProcessing a travel reimbursement voucher or Travel Advance RequestTravel Advance Request –Completion of the cost savings itemization section of the form is required when someone travels on state funds (14 accounts) dgingRateIncrease.pdf dgingRateIncrease.pdf dgingRateIncrease.pdf

Meal Per Diem Reminders The General Appropriations Act from the 81 st Legislature changed the method for determining maximum meal and lodging rates.The General Appropriations Act from the 81 st Legislature changed the method for determining maximum meal and lodging rates. State Comptroller's Office made the change effective September 1, 2009State Comptroller's Office made the change effective September 1, 2009 Per Diem for meal and incidental expenses on travel dates is reimbursed at 75% of the daily per diemPer Diem for meal and incidental expenses on travel dates is reimbursed at 75% of the daily per diem i.e. daily per diem $71, travel date per diem is $53.25 The General Appropriations Act from the 81 st Legislature changed the method for determining maximum meal and lodging rates.The General Appropriations Act from the 81 st Legislature changed the method for determining maximum meal and lodging rates. State Comptroller's Office made the change effective September 1, 2009State Comptroller's Office made the change effective September 1, 2009 Per Diem for meal and incidental expenses on travel dates is reimbursed at 75% of the daily per diemPer Diem for meal and incidental expenses on travel dates is reimbursed at 75% of the daily per diem i.e. daily per diem $71, travel date per diem is $53.25

Meal Per Diem Reminders (cont) UT Austin stopped updating Define when the State Comptroller’s Office adopted the GSA ratesUT Austin stopped updating Define when the State Comptroller’s Office adopted the GSA rates When researching GSA per diem rates ensure the correct fiscal year is selected in the drop-down located in the top right-hand cornerWhen researching GSA per diem rates ensure the correct fiscal year is selected in the drop-down located in the top right-hand corner View the Meals and Incidental Expenses (M&IE) for a breakdownView the Meals and Incidental Expenses (M&IE) for a breakdown UT Austin stopped updating Define when the State Comptroller’s Office adopted the GSA ratesUT Austin stopped updating Define when the State Comptroller’s Office adopted the GSA rates When researching GSA per diem rates ensure the correct fiscal year is selected in the drop-down located in the top right-hand cornerWhen researching GSA per diem rates ensure the correct fiscal year is selected in the drop-down located in the top right-hand corner View the Meals and Incidental Expenses (M&IE) for a breakdownView the Meals and Incidental Expenses (M&IE) for a breakdown

Meal Per Diem Reminders (cont) ReceiptsReceipts –Lodging receipts are required –Meal per diem rates up to $75 are eligible for reimbursement without receipts Receipts for other expenses that are not included as part of the per diem reimbursement (i.e., parking, taxi, internet, airline baggage charges, etc.) should be included as supporting documentation.Receipts for other expenses that are not included as part of the per diem reimbursement (i.e., parking, taxi, internet, airline baggage charges, etc.) should be included as supporting documentation. Complete a Declaration of Missing Evidence Form when a receipt is not available.Complete a Declaration of Missing Evidence Form when a receipt is not available. ReceiptsReceipts –Lodging receipts are required –Meal per diem rates up to $75 are eligible for reimbursement without receipts Receipts for other expenses that are not included as part of the per diem reimbursement (i.e., parking, taxi, internet, airline baggage charges, etc.) should be included as supporting documentation.Receipts for other expenses that are not included as part of the per diem reimbursement (i.e., parking, taxi, internet, airline baggage charges, etc.) should be included as supporting documentation. Complete a Declaration of Missing Evidence Form when a receipt is not available.Complete a Declaration of Missing Evidence Form when a receipt is not available.

Travel Advance Reminders Travel Advance requests are to be received at least 10 business days prior to your departure dateTravel Advance requests are to be received at least 10 business days prior to your departure date Advance includes allowable expenses, provide details in Comments section of travel advance request formAdvance includes allowable expenses, provide details in Comments section of travel advance request form Travel advances must be settled within 30 days of your travel return date by completing the Local Funds Travel VoucherTravel advances must be settled within 30 days of your travel return date by completing the Local Funds Travel Voucher Per IRS regulations, advances not cleared in a timely manner should be reported as income to the employeePer IRS regulations, advances not cleared in a timely manner should be reported as income to the employee Travel Advance requests are to be received at least 10 business days prior to your departure dateTravel Advance requests are to be received at least 10 business days prior to your departure date Advance includes allowable expenses, provide details in Comments section of travel advance request formAdvance includes allowable expenses, provide details in Comments section of travel advance request form Travel advances must be settled within 30 days of your travel return date by completing the Local Funds Travel VoucherTravel advances must be settled within 30 days of your travel return date by completing the Local Funds Travel Voucher Per IRS regulations, advances not cleared in a timely manner should be reported as income to the employeePer IRS regulations, advances not cleared in a timely manner should be reported as income to the employee

Helpful Reminders: Grant Funded TravelGrant Funded Travel –Requires Office of Sponsored Programs (OSP) approval –Route to OSP first Traveler cannot approve their own expendituresTraveler cannot approve their own expenditures –Electronically or on the paper forms Travel Voucher ProcessingTravel Voucher Processing –Check the math before submitting paper documents –Define does not allow the DTS Travel Office to make any changes to the VP5 travel reimbursement voucher, so the vouchers must be returned electronically to the creator for changes. Grant Funded TravelGrant Funded Travel –Requires Office of Sponsored Programs (OSP) approval –Route to OSP first Traveler cannot approve their own expendituresTraveler cannot approve their own expenditures –Electronically or on the paper forms Travel Voucher ProcessingTravel Voucher Processing –Check the math before submitting paper documents –Define does not allow the DTS Travel Office to make any changes to the VP5 travel reimbursement voucher, so the vouchers must be returned electronically to the creator for changes.

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