0. Travel and Expense Workflow Updates
Disbursements and Travel Services Office
September 28th, 2016
Office of Financial Affairs (

1. Travel & Expense Workflow
Expected to “go live” November 1, 2016 are:
Travel Authorization
Expense Report
Cash Advance
SharePoint Interim Approval Travel Process will no longer be required.
Disbursements & Travel Services Office

2. T&E Workflow – Action Options
Reviewed – Used only by the Traveler (or their proxy) to certify their expense report
Approve – Moves document to next workflow stage
Send Back – Sends the document back to the Creator
Terminates – requires the document to be re-entered
Hold – Holds the document in its current status
(NOTE - These actions are different than the AP/ePro workflow actions)
Disbursements & Travel Services Office

3. Workflow – Travel Authorization
Travel Authorization Created
Traveler’s Supervisor Approval
Budgetary Approval
Other Approvals
Approved Travel Authorization
Notification
Notification
Notification
No back office involvement
Grants –PM (Project Mgr., if not PI)/RSC
Capital Projects – PM
Cost Center
Principal Investigator
Encumbrance created
Supervisor must approve when all travel expenses have been included.
Airfare, Lodging, Registration Fee, etc.
Creator budget checks
Creator submits
All expenses must be included
Disbursements & Travel Services Office

4. Travel Authorization Key Changes
No SharePoint/Interim Workflow Solution
Travel Authorization in PeopleSoft (PS)
All estimated expenses must be encumbered and included regardless of method of payment
Registration/Conference Fee
Charged to CLIBA/One Card
Procard can no longer be used
Airfare
Lodging
Car Rental or Mileage
Meals
Incidentals (baggage fees, taxis, etc.)
Disbursements & Travel Services Office

5. Travel Authorization Key Changes
Benefits
No duplicate entry
Save steps when creating the Expense Report from a Travel Authorization (TA) via the Quick Start menu
Will pre-populate the expense detail lines
Links the Travel Authorization to expense report to clear encumbrance and close out travel
Ability to see the current status of the TA and where it is in the routing process
Disbursements & Travel Services Office

6. Travel Authorization Key Changes
We have narrowed the list of situations in which a paper Travel Authorization Form (TAF) is required
When is TAF required:
Travel authorization was not electronically approved in PS before first day of travel
DTS will be tracking these occurrences to move towards minimizing them
Change to travel dates is 7 days or greater
(Significant) change to destination
Add a missing expense item/change encumbrance (to keep TA within $250 or 10% of final expenses and avoid additional supervisor approval)
Disbursements & Travel Services Office

7. Travel Authorization Encumbrances
Expenses paid with CLIBA card:
Currently, there is no automated process to link the AP Non-Po voucher to the T&E module travel authorization encumbrance.
DTS will monitor CLIBA payments for charges with TA number referenced on the Citibank statement
As CLIBA payments are processed, DTS will disencumber expense on TA
Line encumbrance will be reduced to $1
Eliminates the need for the creator to have to re-enter expense type to include item on the Expense Report
DTS will add comments to TA listing original estimated expense amount approved
Disbursements & Travel Services Office

8. Workflow – Expense Report
Expense Report Created
Traveler/ Employee (or Proxy) Certifies
Budgetary Approval
Other Approvals
DTS Approval
Approved Expense Report
Payment
Notification
Notification
Notification
Notification
Notification
Notification
Encumbrance released and travel is closed
Grants – PM (Project Mgr., if not PI)/RSC
Capital Projects – PM
Cost Center
Principal Investigator
Attach documentation
For certain exception situations: Modified TRS Form
Receipts
Budget checks
Submit
Disbursements and Travel Services Office

9. Workflow – Benefits to Expense Report Changes
Travel Expense Reports
Benefit – Travel Reimbursement Settlement Form (TRS) will no longer be required when:
Employee certifies electronically
All expenses are included on TA and Expense Report (ER not greater than 10% or $250 more than TA)
TRS will be modified so that when it is required, it will be much shorter
Disbursements & Travel Services Office

10. Workflow – Benefits to Expense Report Changes (Cont’d)
Benefit - Scanned and attached documentation will make details of an expense readily accessible in PeopleSoft
Benefit - Ability to see the current status of travel documents and where it is in the routing process
Benefit - Issues with travel documents can be sent back immediately to the Creator, eliminating the reliance on s or paper document routing
Benefit – notifications throughout the process
Disbursements & Travel Services Office

11. Workflow – Expense Report Changes
Travel Expense Reports
All travel expenses must be listed on the PS Expense Report (ER)
Reimbursable and non-reimbursable expenses, regardless of the method of payment.
Supervisor approval will be required when expenses exceed 10% or $250 of the amounts approved on TA or an expense has not been listed.
Requires employee to electronically certify all expenses in PS – or – delegate the electronic certification
Disbursements & Travel Services Office

12. Workflow – Expense Report Changes
Traveler may delegate certification of expenses
Requires a Traveler Delegation of Authority form to be submitted to PSSC
Form is in development by PSSC – will be ready mid-October for workflow training
Delegate cannot be the individual who creates expense report
Requires completion of modified version of TRS with traveler’s signature to be attached
Documentation of traveler’s agreement with expenses
Disbursements & Travel Services Office

13. Workflow – Expense Report Changes
Executive Workflow Delegation
Specific to President’s Office and Vice Presidents
Affects Travel Authorizations and Expense Reports
Example – President’s Office
Executive Workflow delegation will allow the President to designate multiple individuals (VPBA and Chief of Staff) to approve the VP travel authorizations
Employee/Traveler Certifications
Applicable to Expense Reports
Allows all employees, including President’s Office and VP, to designate someone other than the creator to certify their business related expenses in PeopleSoft
Disbursements & Travel Services Office

14. Workflow – Cash Advances
Cash Advance Created
Traveler/Employee certification
(No delegation allowed here because of possible payroll consequences)
Traveler’s Supervisor Approval
DTS Approval
Payment to Traveler
Cash Advance Deducted From Expense Report Reimbursement
Notification
Notification
Notification
Notification
If Advance exceeds Expense Report Total, then Traveler reimburses UTSA immediately.
Form only attached if advance > $10,000
Otherwise, no attachment
Creator submits
Disbursements & Travel Services Office

15. Other Changes Related to Audit Observations
Changes Related to Audit Observations were presented to the CMO
Expense Report Approval Delegations
Observation: Instances identified where delegation was improper or did not follow the authorized delegation
Mgmt. Response: FMOG will be created to provide guidance on appropriate delegation for expenses.
Disbursements & Travel Services Office

16. Other Changes Related to Audit Observations
Duplicate Reimbursements
Finding: Expenses were submitted and approved twice for the same individual.
Mgmt. Response: Individuals are required to immediately reimburse University. PS Reports are being created to monitor transactions but department has primary responsibility to avoid duplicate payments.
Disbursements & Travel Services Office

17. Disbursements & Travel Services Office
Audit Observations
Late submission of Expense Reports
Observation: Expense Reports were not submitted within reasonable period of time after return of travel
Mgmt. Response: New Expense Report deadlines
Within 30 days from travel end – DTS recommended departmental submission date
60 days or more after travel date – DTS will consider item past due.
Expenses will be reimbursed, per IRS accountable plan
DTS will notify department expense report is past due after 60 days
Disbursements & Travel Services Office

18. Disbursements & Travel Services Office
Audit Observations
Late submission of expense reports (cont.)
Mgmt. Response:
120 days or more after the travel date –
Will be reimbursed
Will be sent to Payroll where full amount of the trip will be processed as taxable income to the traveler.
Once taxation has occurred, it will not be reversed
Exceptions will only be granted for the “rare” case when an individual was not reasonably able to submit the expense report on time (e.g. extended illness)
Department turnover in administrative staff will not be approved as an exception
If traveler has a reasonable explanation for missing 120 day deadline, exceptions can only be granted by Assistant Controller or their designee
Disbursements & Travel Services Office

19. Disbursements & Travel Services Office
Training Schedule
On-line Training – October 17, 2016
Travel Authorization
Expense Reports
Everyone is encouraged to take the on-line training
Creators
Approvers
Travelers who want to electronically certify
In-Person Training – training for creators has been modified for new procedures and guidelines
Travel Advances – beginning October 6, 2016
Travel & Expense Reimbursement – beginning mid-October
Disbursements & Travel Services Office

20. Scanning Requirements/Criteria
Expense receipt attachment requirements
All documentation must be scanned and attached
Required documentation for:
Airfare
Any expenses to be reimbursed
CLIBA items do not require scanned receipt with ER because the documentation is with the CLIBA payment
Will become official University record to satisfy audit and open records request
Expense Reports will be “sent back” to creator when receipts are not legible or not all receipts are attached
Re-routes through workflow
Disbursements & Travel Services Office

21. Scanning Requirements/Criteria
Scan Supporting Documentation
Retain original copies at the department level for twelve (12) months
Scanned documents are the “official” University record to support any University audits and Public Information Requests – Open Records Requests
Disbursements & Travel Services Office

22. Scanning Requirements/Criteria
Specific Scanning Requirements
Layout of all scanned documents must be in upright position/portrait (scan landscape, if applicable)
Scanned document images must be legible
Supporting documentation with multiple pages must be scanned in sequential or consecutive order
Disbursements & Travel Services Office

23. Scanning Requirements/Criteria
Specific Scanning Requirements
Supporting documentation must be individually scanned and attached by type of document (e.g. invoice, service agreement, Travel Reimbursement Settlement Form [if applicable], Business Expense Form)
Limit individual scanned files to less than 40 pages
Disbursements & Travel Services Office

24. Scanning Requirements/Criteria
Specific Scanning Requirements:
If supporting documents exceed the number of pages per file, use “part 1”, “part 2,” in naming convention. See naming conventions below for examples.
Receipts or other supporting documentation less than 8 ½ X 11 or letter size must be taped to an 8 ½ X 11 sheet
Disbursements & Travel Services Office

25. Scanning Requirements/Criteria
Types of T&E supporting scanned documentation/receipts to include
Receipts for reimbursable expenses
Travel Settlement Form (TRS) [if applicable]
Business Expenses Form (BEF) [if applicable]
TAR (Travel Advance Request) and budget [if applicable]
Include official and important documentation to substantiate payment for reimbursable expenses
Please exclude all non-essential or excess documents that do not support the payment (e.g. lengthy s, duplicate copies, MapQuest, etc.).
Retain non-essential or excess documents for your records and future reference
Disbursements & Travel Services Office

26. Scanning Requirements/Criteria
Naming Conventions
Rename scanned supporting documentation file with the following naming conventions applicable to Travel Authorizations (attach pre-approvals), Expense Reports and Cash Advances
UTSA_EX_ followed by type of document to identify all UTSA documents
Include a brief description and date to better identify documents
Naming conventions help the approver see what is in each attachment
Disbursements & Travel Services Office

27. Scanning Requirements/Criteria
Examples of Naming Conventions
Naming Conventions - limit to 20 characters
Expense Reports:
UTSA_EX_ BEF for Mary Garcia
UTSA_EX_TRS_M. Morgan.Oct.16
UTSA_EX_TAR_Minnie Morgan
UTSA_EX_Preapproval for hotel M.Morgan
UTSA_EX_TAF – Correction
UTSA_EX_Budget
UTSA_EX_ Student RTAs Grp Travel
Disbursements & Travel Services Office

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