AM 0573 Travel Card Process - PowerPoint Presentation

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AM 0573Travel Card ProcessProcard/Travel Card Administration

Revised December 2019

Office of Financial Affairs

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Course DescriptionOverview of the Travel Cards financial operational guidelines, policies, procedures, restrictions, and payment processing.

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Course ObjectivesThis course will assist users to understandThe

restrictions and procedural requirements governing the manner and extent to which university funding may be used for travel related expenditures as outlined in the travel policies.The payment deadlines and the impact of non-payment.Procard/Travel Card Administration

Office of Financial Affairs

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Preferred PrerequisitesIntroduction to the Chart of Accounts (PS0206)

Managing Departmental Expense and Revenue Budgets (PS0205.02)Processing Non-Purchase Order Vouchers (PS0203.04)

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Procard/Travel Card Administration

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AgendaOverview of Travel Card FMOGOverview of the

Card Maintenance Request (CMR) FormOverview of the Authorized to Inquire (ATI) FORM Travel Card Payment ProcessImpact of Non-PaymentOffice of Financial Affairs

Procard/Travel Card Administration

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UTSA Travel PolicyThe following Financial Management Guidelines (FMOGs) make up UTSA’s travel policy:

Travel Cards FMOGTravel Reimbursement FMOGTravel Advances FMOGTravel AuthorizationOffice of Financial Affairs

Procard/Travel Card Administration

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Student and Foreign Travel The following policies provide guidance on travel for students (domestic and foreign), and foreign travel for faculty and staff:Student Travel

PolicyPolicy on Travel to Restricted RegionsOffice of Financial AffairsProcard/Travel Card Administration

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AuthorityTravel 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

Office of Financial Affairs

Procard/Travel Card Administration

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Authority (cont.)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.Official interpretations of the Travel Act as made by the State Comptroller of Public Accounts.

Office of Financial Affairs

Procard/Travel Card Administration

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Authority (cont.)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) : Establishes domestic travel per diems.U.S. Department of State : Establishes foreign per diem rates.Office of Financial Affairs

Procard/Travel Card Administration

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

Office of Financial AffairsProcard/Travel Card Administration

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EligibilityTravel 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

Office of Financial AffairsProcard/Travel Card Administration

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Authorized Travel StatusTravelers who are issued a CLIBA or TAC must be in authorized travel status prior to paying for any travel related expenses. The CLIBA or TAC can only be used to pay for travel related expenses associated with travel outside of Bexar County (or your designated headquarters) with the exception of registration for local conferences, seminars, workshops or networking events.

Office of Financial AffairsProcard/Travel Card Administration

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Travel Authorization DocumentationApproved faculty/staff travel authorization Prospective employees/students

Student Authorization to TravelExempt AgreementsServices AgreementEntertainer ContractParticipant/Speaker Agreement

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Procard/Travel Card Administration

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ALLOWABLE EXPENSESTAC & CLIBAAirfare

Car Rental & Gas for the RentalLodgingMass TransitParking and TollsAll Conference/Training RegistrationBaggage Fees Receipt must be in traveler’s name

TAC Only

Meals (Eating Establishments & Fast Food)

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Procard/Travel Card Administration

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TAC & CLIBA Card RestrictionsExamples (not all inclusive):

CLIBAMealsEating establishments and fast food restaurantsHotel restaurant, room service, barSnacks & beverages at service stationsTAC & CLIBADeclining

balance/gift cards

Starbucks

Dunkin Donuts

Subway

Memberships

Airline clubs

Memberships that are not included as part of a registration

bundles

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Procard/Travel Card Administration

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Non-Compliant IssuesExamples of non-compliant issues: Unauthorized travel

Exempt agreements not approved prior to travel purchaseTravel authorizations not completed/approved prior to travel purchaseDoes not include all destinations or dates of travelInsufficient funds not encumbered for purchasesFailure to book airfare/car rentals with authorized agencies

Office of Financial Affairs

Procard/Travel Card Administration

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Non-Compliant Issues, cont.Personal use

Lodging, car rental, meals, baggage fees or other charges incurred during travel period that includes personal leave timeGas for personal vehicleParking citations charged back to car rental agencyMeals/snacks/beverages for friends & family members

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Procard/Travel Card Administration

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Non-Compliant Issues, cont.Use in Bexar County (or designated headquarters)

Meals Local use of rental car and associated gasGas for UTSA owned/leased vehicles

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Procard/Travel Card Administration

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Authorized to Inquire (ATI)Add/Change Authorized to Inquire form

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.Can submit form at same time as a new card application

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Procard/Travel Card Administration

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ATI (cont.)The ATI is authorized to obtain the following information:

Cardholder account informationA faxed or mailed cardholder statementWill be sent only to the fax number indicated on the ATI form and cardholder UTSA mailing address Ability to place a charge in dispute

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Procard/Travel Card Administration

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ATI (cont.)

May contact Citibank by calling:800-248-4553Skip the prompts and press 0Enter the cardholder’s 16 digit card numberPressing 0; wait for assistance from a Citibank customer service representative (CSR)

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Procard/Travel Card Administration

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ATI (cont.)Identify yourself to the Citibank CSR

Clearly state your namePurpose for your callProvide your passcodeLast four of UTEID or EMPLIDMother’s Maiden NamePassword

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Procard/Travel Card Administration

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Card Maintenance RequestThe CMR

form requires cardholder and Cost Center/Project ID Manager signatures for the following:Change Credit LimitChange default cost center/project IDCancel/Replace CardTemporary Status ChangeMCC/Supplier Code Change

International Access

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Procard/Travel Card Administration

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TRAVEL CARDS PAYMENT PROCESSProcard/Travel Card Administration

Office of Financial Affairs

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CLIBA Payment VoucherThe cardholder is responsible for :Reconciliation and settlement of the CLIBA card statementVerification of allowable travel expenses

Travel expenses are for official UTSA business Ensuring the correct and timely creation, review, and final approval of the PeopleSoft Non-Purchase Order Voucher Procard/Travel Card Administration

Office of Financial Affairs

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CLIBA Payment Voucher(cont.)Payment vouchers are considered complete when:

Supporting documentation is included as required by the Travel Reimbursement FMOGThe Non-Purchase Order Voucher is correct with all required budgetary approvals Plus additional approvals required due to funding

sources

Procard/Travel Card Administration

Office of Financial Affairs

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Payment DeadlinesTravel cards must be paid on or before the 20

th of each month.The deadline may change for holidays, short months, and fiscal year end to allow sufficient time to process payment.When the 20th falls on a weekend or bank holiday, the deadline falls back to the last business day before the 20

th

.

Procard/Travel Card Administration

Office of Financial Affairs

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Past Due CLIBA Payment CLIBA card voucher payments are considered past due if not created and approved at departmental level on or before the 20

th of each month.CLIBA card balances not paid or settled by the deadline will be charged to the default Cost Center/Project ID to ensure UTSA is in compliance with the Texas Prompt Payment Law.The cardholder has five business days after payment has been made from the default account to submit supporting documentation to Disbursements & Travel Services.

Procard/Travel Card Administration

Office of Financial Affairs

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Common Voucher ErrorsAn error free voucher with proper supporting documentation ensures prompt payment approval.

Common errors:Incorrect vendor ID/LocationIncorrect card accountIncorrect Account CodesBudget Errors

Incorrect payment amount

The following slides have step-by-step instructions for creating an error free CLIBA payment.

Procard/Travel Card Administration

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Navigation to VouchersFrom the drop-down menu at Employee Self Service, click on Accounts Payable.

Procard/Travel Card AdministrationOffice of Financial Affairs

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VouchersClick on Voucher Entry

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Selecting the SupplierSelect the

Look-up Icon at Short Supplier Name

Procard/Travel Card Administration

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Selecting the Supplier (cont.) At Short Supplier Name

enter “CITI” and select the Look Up ButtonDouble click on thee 1st

name in the list

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Office of Financial Affairs

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Selecting the Supplier (Cont.) The

Supplier Name, Supplier ID, Supplier Location, and

Address Sequence

automatically populates

.

Procard/Travel Card Administration

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Change Supplier Location

Click on the Supplier Location lookup icon and select UTSA2 (UTSA CLIBA ACCOUNT)

Procard/Travel Card Administration

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The

Supplier

Location field

will populate

with UTSA2 for CLIBA payments

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Invoice InformationAuto populates from previous step

Enter the last ten(10) digits of the CLIBA card number in the Invoice Number FieldEnter the CLIBA statement date in the Invoice Date field

Enter the CLIBA statement balance due in the

Gross Invoice Amount

field

Leave the

Freight Amount,

Misc

Charge Amount, PO Business Unit, PO Number, and Estimated No of Invoice Lines

fields blank.

Select the

Add

button

Procard/Travel Card Administration

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Invoice Information TabSection 3

Section 2

Section

1

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Payment TermsThe *Pay Terms

default to N4EOM – Do not ChangeSelect the Calculate Basis Date link

Procard/Travel Card Administration

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Calculate Basis Date PageThis is the page that you will update with the Service Start and End Dates

and the Payment Basis Date.Procard/Travel Card Administration

Office of Financial Affairs

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Service DatesEnter the 4

th of the previous month in the Service Start Date fieldEnter the Statement Date in the Service End Date Field

Select the

Update All Voucher Lines

button

Procard/Travel Card Administration

Office of Financial Affairs

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Calculate Basis DateDate Calculation Basis

defaults to “Texas Prompt Pay”Enter the first business day after the 3rd of the monthEnter the statement date

Enter the statement date

Enter the statement date

Select the

Calculate

button – the payment basis date changes to the invoice receipt date

Select on

Back to Invoice

link

Procard/Travel Card Administration

Office of Financial Affairs

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Invoice Line Items

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Invoice Line Items1. Enter the Travel Authorization in the Description Field2. Use the lookup icon to populate the Employee ID Field associated with the expense.

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SpeedChart Lookup Always use the

SpeedChart Look Up to populate the ChartFields.Procard/Travel Card Administration

Office of Financial Affairs

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SpeedChart LookupEnter the cost center or Project ID

that was authorized for the purchase and select the Look Up button Select the Speed Chart Key

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Speed Chart Distribution The speed chart for AX0069 populates the

Fund, Department, Cost Center, and Function.

Fill in the

Account

code to classify the expenditure.

Procard/Travel Card Administration

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Add Invoice LinesTo add invoice lines, click on the “+” sign.

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Travel Account CodesPlease check with your

Research Service Center (RSC) for Account codes associated with participant travel.

Procard/Travel Card Administration

Office of Financial Affairs

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Payment AmountThe total of all line items should equal the amount due on the Citibank CLIBA statement.Charges that have been properly disputed with Citibank do not have to be paid.

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Completing The VoucherScan the following documents in this order and upload to the payment voucher in PeopleSoft.

Cardholder statementRequired Invoices/ReceiptsOriginal receipts (gas, rental cars, baggage fees, etc.)Travel Authorizations

Staff travel authorizations

Procard/Travel Card Administration

Office of Financial Affairs

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Completing The Voucher (cont.)Exempt Agreements

Student Travel Authorization/List of StudentsProspective employees/PHD Students Indicate position for which being interviewed/evaluated and the departmentAffidavit of Unauthorized Use if applicable

Complete the payment voucher and document upload to include approvals or

before the 20

th

of each month or other published deadlines for holidays, short months, and fiscal year end

.

Procard/Travel Card Administration

Office of Financial Affairs

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TAC PAYMENTSTAC issued in traveler name.TAC memo statement is available for download from CitiManager on the 4th of each month.

The cardholder reviews the TAC memo statement to ensure all charges represent allowable expenses.If the TAC memo statement reflects charges for an expense other than airfare, receipts for those expenses must be scanned and attached to the voucher in PeopleSoft.TAC payment is due upon receipt of memo statement and must be paid in full

on or before the 20th of each month.

Procard/Travel Card Administration

Office of Financial Affairs

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TAC Payments (cont.)Follow the same steps to make a CLIBA payment with the following exceptions:

The invoice number is 0001968440-plus the last 10 digits of cardThe Supplier Location is UTSA3If there are charges for multiple trips, create a separate Non P.O. voucher to pay for items for a specific trip. You may include unbilled transactions.Enter the actual service dates for each transactionService Start Date: (use the first day of travel date)

Service End Date: (use the last day of travel date)

Procard/Travel Card Administration

Office of Financial Affairs

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Citibank ContactsCustomer Service (Card Holder Support)

800-248-4553On-Line/Web-based Tool Helpdesk 800-248-4553, Option 1Fraud Early Warning (FEW) 800-945-3114

Procard/Travel Card Administration

Office of Financial Affairs

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Helpful LinksCitiManagerTravel Card FMOG

Travel Advances FMOGTravel Reimbursement FMOGTexas State Charge Card ProgramProcard/Travel Cards Administration (PTCA)

Procard/Travel Card Administration

Office of Financial Affairs

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www.mytraining.utsa.edu/apps/evaluations Procard/Travel Card Administration

Office of Financial Affairs

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Questions?

Procard/Travel Card AdministrationOffice of Financial Affairs