AM 0573Travel Card Process

February 2012

Course Objectives

• To clarify the restrictions, policies and procedural requirements in which the travel cards may be used for official UTSA business travel.

Agenda• Overview of Travel Card FMOG• Completing the CLIBA Card Application• Completing the

Travel Card Maintenance (TCM) Form• ATI Form• Travel Card Payment Process

– Impact of Non-Payment

Financial Management Operational Guidelines (FMOGs)

• The following FMOGs make up UTSA’s travel policy:– Travel Cards FMOG– Travel Reimbursement FMOG– Travel Advance FMOG– Student Travel Policy

Authority• Travel costs are regulated by the following governing authorities. At a

minimum, UTSA must meet the rules and requirements set forth by these agencies, although the university may also choose to be more restrictive:

– State of Texas Travel Regulations Act

– General Appropriations Act

– Rules and Regulations of The University of Texas System Board of Regents require institutions to issue travel regulations covering authorization for travel and reimbursement for approved travel.

Authority (cont.)

– Official interpretations of the Travel Act as made by the State Comptroller of Public Accounts.

– Internal Revenue Service (IRS) regulations (IRC §162 and various rules): Stipulate those expenditures that may be treated as non-taxable reimbursements and the corresponding documentation requirements.

– The United States General Services Administration (GSA)

Overview

• CLIBA and TAC cards are issued to eligible travelers to minimize out of pocket expenses associated with official UTSA business travel.

Eligibility• Travel cards (CLIBA/TAC) may be issued to

faculty, staff and student employees – Graduate Research Assistants (GRA) to pay for allowable expenses while traveling on official UTSA business.

• There will be limited circumstances when a student employee would be issued a CLIBA card

Authorized Travel Status

• Travelers who are issued a CLIBA or TAC must be in authorized travel status prior to paying for any travel related expenses.

Travel Authorization Documentation• Approved VE5/VE6 • Prospective employees/students• Student Authorization to Travel• Exempt Agreements

– Services Agreement– Entertainer Contract– Participant/Speaker Agreement

CLIBA Card Allowable Expenses• Airfare• Car Rental & Gas• Lodging• Mass Transit• Parking and Tolls• Conference/Training Registration• Baggage fees

CLIBA Card Restrictions• Examples (not inclusive):

– Unauthorized travel– Food/Beverages– Personal use– Declining balance cards– Memberships

• CLIBA cards may not be used within Bexar County.

CLIBA Application Revisions– ATI designation removed

• Citibank requires their own form to be submitted– CLIBA application has been revised

Travel Card Maintenance Form

• The Travel Card Maintenance Form (TCM)– Remove the section pertaining to ATI’s as Citibank

requires their own form be submitted.

Authorized to Inquire (ATI)• Each cardholder may designate one UTSA

employee to contact Citibank by telephone on their behalf.

• Designated ATI (UTSA employee) is not allowed to make any changes to the cardholder’s account

ATI (cont.)• The ATI is authorized to obtain the

following information:– Cardholder account information– A faxed or mailed cardholder statement

• Will be sent only to the fax number indicated on the ATI form and cardholder UTSA mailing address

– Ability to place a charge in dispute

ATI (cont.) • May contact Citibank by calling:

– 800-248-4553– Skip the prompts and press 0– Enter the cardholder’s 16 digit card number– Pressing 0; wait for assistance from a Citibank

customer service representative (CSR)

ATI (cont.)• Identify yourself to the Citibank (CSR)

– Clearly state your name– Purpose for your call– Provide the last four digits of your UTEID;

• When asked for the last four of your SSN

• New ATI Forms– Must provide their mother’s maiden name or

password submitted with the ATI form– Fax to the PTCA Office

CLIBA Payment Process

CLIBA VP2 Payment• The cardholder is responsible for the:

– Reconciliation and settlement of the CLIBA card statement and verification of allowable travel expenses

– Travel expenses are for official UTSA business– Timely creation, review, and final approval of the

electronic voucher (VP2), – Submit to the DTS Office by the 20th of each month,

even if travel has yet to be completed

CLIBA VP2 Payment (cont.)

• VP2 vouchers are considered complete if:– Supporting documentation is included as

required by the Travel Reimbursement FMOG– Documentation is received by the DTS Office no

later than the internally established deadline, the 20th of each month

CLIBA VP2 Payment (cont.)

• The voucher and supporting documentation can be delivered through campus mail or in person on or before the internal deadline.

Past Due CLIBA Payment

• Procard/Travel Card Administration (PTCA) – CLIBA card voucher payments are considered

past due if not receive by the 20th of each month

– CLIBA card balances not paid or settled by the deadline will be charged to the default account to ensure UTSA is in compliance with the Texas Prompt Payment Law.

Internal Payment Deadline

Statement Date Due to DTS Time

2/3/2012 2/20/2012 5:00 PM

3/3/2012 3/20/2012 5:00 PM

4/3/2012 4/20/2012 5:00 PM

5/3/2012 5/18/2012 5:00 PM

6/3/2012 6/20/2012 5:00 PM

7/3/2012 7/20/2012 5:00 PM

8/3/2012 8/20/2012 5:00 PM

9/3/2012 9/20/2012 5:00 PM

Format Screen View• Change screen type to 2

– Shift F5– Select Value 2 for first screen type– Press enter to update profile

Format Print Set-up

• From the ribbon click on options and select session

Format Print Set-Up (cont.)• Select Printer from the menu on the left and

then set the profile as shown and click OK.

Populating Fields in Define

• In the Command Field enter “VP2”• In the Action Field enter “New”• In the Format Field enter “01”• In the CHK Dist Field enter “U”

Populating Fields in Define (cont.)

• In the UT EID Field enter 2949qevy• In the MC field enter 034• In the Goods/Service Received Fields

– Beg Field enter the date one day after the last statement date

– End Field enter the current statement date

Populating Fields in Define (cont.)

• In the Invoice Received Date Field enter the date you received the statement

• Press enter to update document

Populating Fields in Define (cont.)

• On update this error message will appear:

Populating Fields in Define (cont.)

• Override the Mail Code

Populating Fields in Define (cont.)

• The correct vendor information for CLIBA card payments:

Populating Fields in Define (cont.)

• In the Requested Payment Date field please schedule for the next day. DTS will change the date to the next check run during the approval process.

Populating Fields in Define (cont.)

• In the Req Payment Reason field, please enter “Travel Card Payment”

Populating Fields in Define (cont.)

• In the Voucher Description Field, enter the following text followed by the cardholder name: CLIBA CARD PAYMENT FOR CARDHOLDER

Populating Fields in Define (cont.)

• At the Sections fields, put an X in the Ref and Trans fields so that on update you can go the next page of the document:

Populating Fields in Define (cont.)

• The next fields of the VP2 to populate is the line item information.

Populating Fields in Define (cont.)

• The account number field is populated with the account number designated by your department as allowed by the Travel Reimbursement FMOG.

Populating Fields in Define (cont.)

• The D/C field is the debit/credit field. Charges on your statement are coded “D” and credits on your statement are code “C”.

Populating Fields in Define (cont.)

• Enter the object code applicable for the expenditure as allowed by the Travel Reimbursement/Settlement FMOG.

Populating Fields in Define (cont.)

• Enter the total amount of charges on the statement allocated to the account number based on the object code.

Populating Fields in Define (cont.)

• Enter the last ten digits of the card number in the INVOICE NBR field. The INVOICE NBR and AMOUNT fields are transmitted to Citibank via ACH in a batch.

Populating Fields in Define (cont.)

• Enter the last ten digits of the card number in the PO NBR

field. • Enter the current statement date in the DTN field.

Populating Fields in Define (cont.)

Populating Fields in Define (cont.)

• Your VP2 should look similar to this:

Citibank Contacts• Customer Service (Card Holder Support)

– 800-248-4553• On-Line/Web-based Tool Helpdesk

– 800-248-4553, Option 1• Fraud Early Warning (FEW)

– 800-945-3114

Helpful Links• CitiManager• Travel Card FMOG• Travel Advances FMOG• Travel Reimbursement FMOG• Texas State Charge Card Program• Procard/Travel Cards Administration (PTCA)

Questions?