Best Practices Denise Blum Operations Coordinator deniseblum emailArizonaedu 5206213469 Tammy Strom Assistant Director Operations tammyv emailarizonaedu 5206265276 2 Agenda Before the Trip ID: 781548
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Slide1
UAccess Financials Travel
Best Practices
Denise Blum, Operations Coordinatordeniseblum@email.Arizona.edu520-621-3469
Tammy Strom, Assistant Director Operations
tammyv
@email.arizona.edu
520-626-5276
Slide22
Agenda
Before the TripTravel AuthorizationInternational Travel RegistryTravel EncumbrancePrepaying expensesAfter the TripTravel Expense ReportDisbursement VoucherAccounting LinesObject Code(s)Travel TabSettling Travel AdvancesDistribution of Income & ExpenseCash Receipt
Slide3Meet with Traveler-discuss
funding, arrangements, meal & lodging rates, personal time, other exceptions
Travel PlannedTravel Planned
Meet with Traveler-discuss funding, arrangements, per diem, personal time, other exceptions
International
Travel?
International
Travel?
International Travel Registry
(Transfer Registry # to TA)
International Travel Registry
(Transfer Registry # to TA)
YES
Travel
Advance?
Travel
Advance?
YES
NO
TA with advance section completed with original signatures from traveler & department approver
TA with advance section completed with original signatures from traveler & department approver
NO
TA signed by
department
approver (traveler’s supervisor)
TA signed by department approver (traveler’s supervisor)
Send Original TA to FSO with conference brochure and/or other supporting documentation
Send Original TA to FSO with conference brochure and/or other supporting documentation
Slide44
WHO
WHAT
WHEN
WHERE
WHY
HOW
Slide5Travel Planned
Meet with Traveler-discuss funding, arrangements, per diem, personal time, other exceptions
InternationalTravel?
International Travel Registry
(Transfer Registry # to TA)
YES
Travel
Advance?
YES
NO
TA with advance section completed with original signatures from traveler & department approver
NO
TA signed by department approver (traveler’s supervisor)
Send Original TA to FSO with conference brochure and/or other supporting documentation
Estimate Total Travel Costs/Budget
Travel, Lodging, Meals, Registration, etc.
Optional
Optional
Pre-Encumber Funds
Pre-Encumber Funds
Estimate Total Travel Costs/Budget
Travel, Lodging, Meals, Registration, etc.
Slide6Prepaying Travel Expenses
6
ExpensesPayment Method Options
PCard
Disbursement Voucher
Payment Reason
Code
Requisition
Travel Agency
Travel Advance
Object Code 8315 Travel Advance
Conference Registration
Object Codes 6140, 6240, 6340 Prepaid Travel Expense
Airfare
Object Codes 6141, 6241, 6341
Hotel
Room and Tax Only
Object Codes 6142, 6242 Prepaid Travel Expense
Prepaid by Traveler
(Partial Reimbursement)
Any Travel Expense Object Code Travel Expense
Slide7UAccess Financials
Pre-Encumbrance
Pre-Encumbrance Option7
Slide8UAccess Financials
Disbursement Voucher
8Travel Advance Issued
Slide99
Prepaid Lodging
Payment Reason Code:Prepaid Travel ExpenseConference Object Codes:
6140, 6240, 6340
UAccess Financials
Disbursement Voucher
Payment Reason Code:
Prepaid Travel Expense
Hotel Object Codes:
6142 or 6242
& other expenses such as conference registration
http://
www.fso.arizona.edu
/travel/prepaying-hotel
Slide1010
Prepaid Hotels
Total Lodging Cost < $10,000Not available if personal time is takenNot available for international travelReservation and DV complete > 5 days pre-travelRoom and tax/applicable fees onlyFSO A/P receives daily report of Prepaid Hotel DVshttp://www.fso.arizona.edu/travel/prepaying-hotel
Slide11Prepare Travel Expense Report (TER)
Traveler returns original itemized documentation
Advance<
Expenses
?
Advance>
Expenses
?
11
Post-Travel and Settling Travel Advances
Traveler reviews & signs TER
Travel Pre- Encumbered?
Confirm Disencumber
Complete
Travel
Advance
Issu
ed?
Advance=
Expenses
?
YES
NO
NO
NO
NO
YES
YES
YES
YES
Traveler returns original itemized documentation
Prepare Travel Expense Report (TER)
Traveler reviews & signs TER
Travel Pre- Encumbered?
Confirm Disencumber
Complete
Travel Advance
Issu
ed?
Initiate DI = to Travel Advance
Travel
Advance DV Coversheet
sent
with documentation
Initiate DV to
Reimburse
Expenses
Advance=
Expenses
?
Advance>
Expenses
?
Initiate DI = Expenses
Traveler returns excess funds
Create a Cash Receipt = funds returned
Travel
Advance DV Coversheet
sent
with documentation
Advance<
Expenses
?
Initiate DI = Travel Advance
Initiate new DV for additional expenses
N
ew
DV Coversheet
sent
with documentation
Slide1212
Slide13UAccess Financials
Disbursement Voucher
Payment Reason Code:Travel ExpenseTravel Object CodesReimburse traveler for expenses incurredPre- or Post-travel
Slide1414
Slide1515
Slide16Distribution of Income and Expense
From Accounting Line 8315
To Accounting Lines 6xxx16
Travel Advance =
Slide17Cash Receipt
Object Code 8315
17
Enter as Negative Number
Slide1818
Using UAccess Financials to view Travel Documents
Slide1919
Using to view Travel Documents
Slide2020
20
Additional Best Practices
Ensure clear UA Business Purpose
Review Action List
Address
eDoc
notes on
eDoc
Click the acknowledge or FYI button
Slide2121
http://www.fso.arizona.edu/travel
Just-In-Time training tutorials – coming soon to UAccess LearningTravel PoliciesInternational Travel PolicyTravel AuthorizationTravel Expense ReportPrepaid Lodginghttp://www.fso.arizona.edu/travel/prepaying-hotel