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OPERATIONS DEPARTMENT DIVISION OF FINANCE AND ADMINISTRATION
PROCESS IMPROVEMENT TO TRAVEL PROCEDURES
Process Alignment with PeopleSoft 9.2CHANGES OVERVIEW
Streamline Workflow Approvals
Streamline number of required Travel Forms
Receipts at Departmental Level
Implementation of Standard Meal Rate for Domestic Travel
Frequent Traveler Card Program (Phase I October1, 2017 – Phase II FY19)
Travel Encumbrances for all expenses
Single Expense Report for travel expenses
Check out Fuel Card program for fleet only – not available for individual Car Rentals
Hotel Payments reimbursable or Frequent Traveler Card
CTP Booking Fee going away for individual travelers
Revision and updates to: Travel Policy Entertainment Policy One Card Program manual Expense Resource Guide
Streamline Workflow ApprovalsDomestic Travel (from 5 to 2)
Current Approval
1) Account / Project Manager
2) Supervisor
3) Division Head (over hotel allowable rate)
4) Tax Office required (certain e-types)
5) Travel Office
Streamlined Approval
1) Account / Project Manager
2) Travel Office
Supervisor’s approval in iTravel 24 Hour Passive approval
Workflow ApprovalsDomestic Travel (from 5 to 3)
Streamline Workflow ApprovalsForeign Travel (from 9 to 3)
Current Approval1) Project/Account Manager
2) Supervisor
3) Department Head
4) Dean/Director
5) Additional Approval (review for Division Head)
6) Division Head
7) Special Form Approval 1 (review for President’s approval)
8) President
9) Travel Office
Streamlined Approval
1) Project/Account Manager
2) Supervisor
3) Travel Office
Workflow ApprovalsForeign Travel (from 9 to 3)
Streamline Number of Required Travel Forms (from 8 to 4)
Current Forms
1) Travel Request Form - Domestic
2) Travel to Foreign Countries Request
3) Guest Lecturer Authorization Request
4) Credit Card Reconciliation Form
5) Inter-Campus Mileage Request
6) PDF Voucher
7) Travel Reimbursement
8) Change Order Form
Streamlined Forms
1) Travel Authorization
2) Foreign Travel Authorization Form
3) Single Expense Report
4) Credit Card Reconciliation Form (for Program Participants Only)
Reservations must be made in iTravel
Airfare A Prepayment will be made by UTRGV Corporate or Frequent Traveler card
Hotel Corporate or Frequent Traveler card will hold room reservation. Upon Check in Traveler will present credit card (personal or Frequent Traveler card) for room, tax and incidental payments
Car Rental Direct billed to UTRGV
Encumbrance of all estimated expenses including, meals, gas and incidentals using the iShop Travel Authorization form
Once trip ends submit the Single Expense Report based on actual expenses
Compliance with Policies and Procedures
Travel Overview Process
Business Travel needed
iTravel ReservationiShop Travel
Authorization
Travel Authorization is approved to complete PO
encumbrances
Trip takes place
A. Review of expenses and receipts
B. Submit Expense Report for reimbursable expenses
C. Traveler’s Certification
Payment is issued to Traveler
Travel Process Overview – Domestic Travel
Department/Traveler
Travel Office
Accounts Payable
Simultaneously
Business Travel needed
Reservation with contracted travel
agency
Foreign iShop Travel Authorization
Travel Reservation ticketed by the
Travel Office
Trip takes place
A. Review of expenses and receipts
B. Submit Expense Report for reimbursable expenses
C. Traveler’s Certification
Payment is issued to Traveler
Travel Process Overview – Foreign Travel
Department/Traveler
Travel Office
Accounts Payable
Account Manager’s Role & Responsibility on Travel Approval Process
• Assure compliance with Travel Policies and Procedures.
• Ensure Hotel limits are correct and allowed by the account paying for them.
• Ensure sufficient funds are available.
• Maintain required documentation for all Travel Expenses, excluding meals.
Meals and Receipts
Meals
The UTRGV standard daily meal rate for domestic travel is $60 – No receipts required
Breakfast $14
Lunch $17
Dinner $29
Conference provided meal(s) to be deducted from daily rate
Receipts
All Travel receipts for non-meal expenses should be kept at the departmental level. Request for reimbursement or payment must be submitted after the department has reviewed all expenses ensuring they are in compliance with UTRGV Policy.
Hotel Reservations
Allowable hotel Rates
Reservations must be made in iTravel
GSA Rates
Based on the daily allowable rate indicated on the gsa.gov website for the location and travel dates
Conference Rates
Allowed up to the Conference rate and based on any funding limitation for specific account source (i.e. grant accounts). If conference hotel is not available traveler is allowed to stay at a different hotel up to the conference rate amount.
Payment Types in iShop formsDirect Bill:
When vendor will provide an invoice to UTRGV and cost should be Payable to the vendor (i.e. Hertz, Avis, EAN Holdings-Enterprise)
Hotels will no longer be Direct Bill/Prepaid
Reimbursable:
When travel cost is paid by the Traveler and it needs to be reimbursed
Traveler will now be reimbursed for lodging charges
Prepayment (Citibank)
For all expense lines that will be paid by UTRGV corporate credit card (i.e. airfare reservation in iTravel) or when paid with Frequent Traveler’s Citibank Credit card
Airfare reservations for 8 or more travelers may be made via the contracted travel agency’s group departments
Hotel reservations for groups may be paid by the UTRGV Travel Services Office using the university’s Corporate Credit Card
• Camps
• Mariachi
• Student travel
• FESTIBA
• HESTEC
• GME Program (Residency)
Group Reservations
Single Expense Report
Create Single Expense Report
1. Search for the Purchase Order
2. Under the Available Actions drop down menu select “Create Invoice” & Click “Go”
3. Assign a “Supplier Invoice No.” using the following format:a. REQb. Requisition numberc. Example: REQ12345678
4. Indicate the amounts and quantity of the actual expenses
5. Click “Save”
6. Click on the “Invoice” tab
7. Under the “General” section, click on the 2nd “Edit” button and check the box to indicate whether the PO can be “Finally Closed”
8. Click “Complete”
Search for the Purchase Order
Create the Expense ReportUnder the Available Actions drop down menu select “Create Invoice” & Click “Go”
Assign a Supplier Invoice Number
Use the following naming conventionfor assigning travel related invoices
a. REQ12345678b. Click “Save”.
Modifying and Saving Expense Report
1. Indicate the amounts and quantity of the actual expenses.
2. Click “Save”.
No attached receipts1
2
3
Indicate whether to Finally Close PO
1. Click on the “Invoice” tab.2. Under the “General” section, click on the 2nd
“Edit” button.3. Check the box to indicate whether the PO can
be “Finally Closed”.4. Click “Save”.
1
2
3
Complete
1. Click “Complete”.
1
Invoice will be routed to AP for review. Traveler will be reimbursed within seven days.
Existing Hotel Reservations with Encumbered funds (PO)
iTravel reservations:Credit Card authorization form (payment) will or has been submitted to the hotel. Traveler will
present personal credit card for incidental expenses only
Outside of iTravel:If requisition has been already reviewed by the Travel office the Credit Card authorization form
(payment) will or has been sent to the hotel. Traveler will present personal credit card for incidental expenses only.
Review your requisition comments for verification.
New reservations after October 1, 2017
When submitting the iShop Travel Authorization form indicate Traveler’s name as the supplier and “Reimbursable” as the payment type to encumber estimated hotel, meals and incidental expenses to be claimed via the Single Expense Report after the trip.
Transition Plan
• State Travel Management Program
• TexTravel
• UT System Travel Services
• UTRGV Travel Policy
• General Services Administration (GSA)
• Student Travel Guidelines STU 01-300
Resources
Travel Services Office
E-mail [email protected]
Phone 956-665-2612
Accounts Payable
E-mail [email protected]
Phone 956-665-4033
iTravel help desk
E-mail [email protected]
Phone 877-727-5188
Contact us