1. Disbursements & Travel Services Office Travel Updates January 18, 2012 Travel Updates January 18, 2012

2. Car Rentals State Comptroller’s Office has extended contracts with Avis and Enterprise until May 31, 2012.State Comptroller’s Office has extended contracts with Avis and Enterprise until May 31, 2012. Allows the addition of other brand name rental car locations at same established rates:Allows the addition of other brand name rental car locations at same established rates: Avis: adds Budget Car Rental locations –Offers the Budget Fast Break Program »Separate from the Avis Preferred Program »Requires State of Texas contract identifier: F999743 State Comptroller’s Office has extended contracts with Avis and Enterprise until May 31, 2012.State Comptroller’s Office has extended contracts with Avis and Enterprise until May 31, 2012. Allows the addition of other brand name rental car locations at same established rates:Allows the addition of other brand name rental car locations at same established rates: Avis: adds Budget Car Rental locations –Offers the Budget Fast Break Program »Separate from the Avis Preferred Program »Requires State of Texas contract identifier: F999743

3. Car Rentals (continued) Enterprise adds National Car Rental locations:Enterprise adds National Car Rental locations: Emerald Club – expedites serviceEmerald Club – expedites service »Bypass rental counter (Emerald Aisle or Emerald Reserve ) »Vehicle selection at the mid-size rate »Requires enrollment –Requires Emerald Club number at the time of rental and State of Texas contract Identifier for UTSA TX743 Enterprise adds National Car Rental locations:Enterprise adds National Car Rental locations: Emerald Club – expedites serviceEmerald Club – expedites service »Bypass rental counter (Emerald Aisle or Emerald Reserve ) »Vehicle selection at the mid-size rate »Requires enrollment –Requires Emerald Club number at the time of rental and State of Texas contract Identifier for UTSA TX743

4. Car Rentals (continued) Motor Vehicle Rental Exemption CertificateMotor Vehicle Rental Exemption Certificate –State Comptroller requires certificate be presented when paying for car rental with a state-issued “Citibank” travel credit card or personal credit card. Reminders: –Direct Bill is not allowed with any of the State Contracted Car Rental Agencies or Travel Agencies –Always use the State of Texas contract identifier, otherwise state contract rates are not guaranteed. Motor Vehicle Rental Exemption CertificateMotor Vehicle Rental Exemption Certificate –State Comptroller requires certificate be presented when paying for car rental with a state-issued “Citibank” travel credit card or personal credit card. Reminders: –Direct Bill is not allowed with any of the State Contracted Car Rental Agencies or Travel Agencies –Always use the State of Texas contract identifier, otherwise state contract rates are not guaranteed.

5. Travel Advance for the Benefit of a Student Student Advance Responsible PartyStudent Advance Responsible Party –Must be a University employee –Must complete and submit Travel Advance Request (TAR) 10 business days before travel begins 10 business days before travel begins –Method of payment Preferred method is via a Travel Advance Card (TAC) in student’s namePreferred method is via a Travel Advance Card (TAC) in student’s name Direct deposit is allowed, but must be deposited into student advance responsible party’s bank accountDirect deposit is allowed, but must be deposited into student advance responsible party’s bank account Check – exception onlyCheck – exception only Student Advance Responsible PartyStudent Advance Responsible Party –Must be a University employee –Must complete and submit Travel Advance Request (TAR) 10 business days before travel begins 10 business days before travel begins –Method of payment Preferred method is via a Travel Advance Card (TAC) in student’s namePreferred method is via a Travel Advance Card (TAC) in student’s name Direct deposit is allowed, but must be deposited into student advance responsible party’s bank accountDirect deposit is allowed, but must be deposited into student advance responsible party’s bank account Check – exception onlyCheck – exception only

6. Travel Advance for the Benefit of a Student –Responsible for pick up and distribution of TAC to students –Responsible for ensuring TAC card is paid upon receipt of statement, even if travel has not been completed –Responsible for clearing travel advance –Responsible for completing the Travel Reimbursement/Settlement Form (TRS) –Responsible for pick up and distribution of TAC to students –Responsible for ensuring TAC card is paid upon receipt of statement, even if travel has not been completed –Responsible for clearing travel advance –Responsible for completing the Travel Reimbursement/Settlement Form (TRS)

7. Travel Advance Card (TAC) Updates Effective immediately: TAC cards will be issued only with the traveler’s name embossedTAC cards will be issued only with the traveler’s name embossed TAC must be paid monthly upon receipt of Citibank statement, even if travel has not been completedTAC must be paid monthly upon receipt of Citibank statement, even if travel has not been completed TAC amount must be in whole dollarsTAC amount must be in whole dollars Effective immediately: TAC cards will be issued only with the traveler’s name embossedTAC cards will be issued only with the traveler’s name embossed TAC must be paid monthly upon receipt of Citibank statement, even if travel has not been completedTAC must be paid monthly upon receipt of Citibank statement, even if travel has not been completed TAC amount must be in whole dollarsTAC amount must be in whole dollars

8. Travel Advance Card (TAC) Updates If travel has not yet begun or been completed:If travel has not yet begun or been completed: Department authorized individual will review monthly charges on the Citibank TAC credit card statement Department authorized individual will review monthly charges on the Citibank TAC credit card statement Sign and date the statement authorizing paymentSign and date the statement authorizing payment Forward the authorized statement to DTS for processing with attached supporting documentation, when applicable per the Travel Reimbursement Operational GuidelineForward the authorized statement to DTS for processing with attached supporting documentation, when applicable per the Travel Reimbursement Operational Guideline If travel has not yet begun or been completed:If travel has not yet begun or been completed: Department authorized individual will review monthly charges on the Citibank TAC credit card statement Department authorized individual will review monthly charges on the Citibank TAC credit card statement Sign and date the statement authorizing paymentSign and date the statement authorizing payment Forward the authorized statement to DTS for processing with attached supporting documentation, when applicable per the Travel Reimbursement Operational GuidelineForward the authorized statement to DTS for processing with attached supporting documentation, when applicable per the Travel Reimbursement Operational Guideline

9. Travel Advance Card (TAC) Updates DTS will complete voucher to remit to CitibankDTS will complete voucher to remit to Citibank TAC must be settled by completing the Travel Reimbursement/Settlement formTAC must be settled by completing the Travel Reimbursement/Settlement form DTS will monitor and contact traveler if TRS form has not been submitted 30 days from the date travel has endedDTS will monitor and contact traveler if TRS form has not been submitted 30 days from the date travel has ended Reminder: TAR must be submitted 10 business days before the first day of travel DTS will complete voucher to remit to CitibankDTS will complete voucher to remit to Citibank TAC must be settled by completing the Travel Reimbursement/Settlement formTAC must be settled by completing the Travel Reimbursement/Settlement form DTS will monitor and contact traveler if TRS form has not been submitted 30 days from the date travel has endedDTS will monitor and contact traveler if TRS form has not been submitted 30 days from the date travel has ended Reminder: TAR must be submitted 10 business days before the first day of travel

10. CLIBA Travel Card Reminders Citibank travel card payments must be paid monthly even if travel has not started or been completedCitibank travel card payments must be paid monthly even if travel has not started or been completed Request for Travel Authorization (RTA) number should be included on credit card statementRequest for Travel Authorization (RTA) number should be included on credit card statement TRS form should include amounts paid with the CLIBA cardTRS form should include amounts paid with the CLIBA card TRS form is submitted once travel has been completedTRS form is submitted once travel has been completed Citibank travel card payments must be paid monthly even if travel has not started or been completedCitibank travel card payments must be paid monthly even if travel has not started or been completed Request for Travel Authorization (RTA) number should be included on credit card statementRequest for Travel Authorization (RTA) number should be included on credit card statement TRS form should include amounts paid with the CLIBA cardTRS form should include amounts paid with the CLIBA card TRS form is submitted once travel has been completedTRS form is submitted once travel has been completed

11. Travel FMOG Training Travel Advance - AM 571Travel Advance - AM 571 Travel Card - AM 573Travel Card - AM 573 Travel Reimbursement Process – AM 574Travel Reimbursement Process – AM 574 Note: Announcements will be made by Training and Development once the classes are open for Development once the classes are open for registration. registration. Travel Advance - AM 571Travel Advance - AM 571 Travel Card - AM 573Travel Card - AM 573 Travel Reimbursement Process – AM 574Travel Reimbursement Process – AM 574 Note: Announcements will be made by Training and Development once the classes are open for Development once the classes are open for registration. registration.

12. AnnouncementsAnnouncements Effective January 2, 2012 Procard Office joins the Controller’s OfficeProcard Office joins the Controller’s Office New NameNew Name –Procard/Travel Card Administration Office (PTCA) Location: University Heights (UH) Building 2, Ste 1.216 Building 2, Ste 1.216 email: procard.travelcard@utsa.edu email: procard.travelcard@utsa.eduprocard.travelcard@utsa.edu Fax: 210-458-4849 Fax: 210-458-4849 Staff: Lisa Bixenman, ext. 7993 Staff: Lisa Bixenman, ext. 7993 Anne Jackson, ext. 4059 Anne Jackson, ext. 4059 Effective January 2, 2012 Procard Office joins the Controller’s OfficeProcard Office joins the Controller’s Office New NameNew Name –Procard/Travel Card Administration Office (PTCA) Location: University Heights (UH) Building 2, Ste 1.216 Building 2, Ste 1.216 email: procard.travelcard@utsa.edu email: procard.travelcard@utsa.eduprocard.travelcard@utsa.edu Fax: 210-458-4849 Fax: 210-458-4849 Staff: Lisa Bixenman, ext. 7993 Staff: Lisa Bixenman, ext. 7993 Anne Jackson, ext. 4059 Anne Jackson, ext. 4059