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Expense Reports for Travel between Campuses (112921A)

Travel is authorized without prior approval between the San Marcos, Austin, and Round Rock campuses, the Austin TSUS Office, or university departments located in Austin. Currently, this is the only travel allowed without prior approval.

To create the expense report for this type of travel, please refer to the Concur Expense Training Guide. The campus location selections are as follows:

  • San Marcos to Round Rock – Travel from San Marcos to Round Rock, including travel back to San Marcos or the employee’s home, depending on where the employee goes after campus business is completed.
  • Round Rock to San Marcos – Travel from Round Rock to San Marcos, including travel back to Round Rock or the employee’s home, depending on where the employee goes after campus business is completed.
  • San Marcos to the Austin TSUS Office – Travel from San Marcos to the Austin TSUS Office, including travel back to San Marcos or the employee’s home, depending on where the employee goes after campus business is completed.
  • Round Rock to the Austin TSUS Office – Travel from Round Rock to the Austin TSUS Office, including travel back to Round Rock or the employee’s home, depending on where the employee goes after campus business is completed.
  • Small Business Development Center (SBDC) – Travel from the Small Business Development Center, including travel to the San Marcos or Round Rock campuses or the employee’s home, depending on where the employee goes after campus business is completed.
  • Texas Justice Court Training Center (TJCTC) – Travel from the Texas Justice Court Training Center, including travel to the San Marcos or Round Rock campuses or the employee’s home, depending on where the employee goes after campus business is completed.

Concur Travel Requests (110321B)

The Travel Office will no longer approve TRAVELTracks or Funds Commitment Travel Requests submitted on or after November 1, 2021. The creator will be notified of the Travel Request or Funds Commitment deletion and instructed to create the request in Concur, the university’s current travel platform. Concur may be accessed through the SAP Portal.

Please visit the Concur Forms & Resources page for detailed training guides as well as a recorded training session.

Concur Traveler Default Account (110321A)

The default account displayed in Concur is determined by the SAP Human Resources import file data and cannot be changed for individual employees or departments. To use an account other than the Concur default, select the correct funding from the drop-down list. This process is similar to how the default account in TRAVELTracks always had to be changed as well.

For detailed instructions, please review the Change Funding guide under Procedures for SAP Concur Expense on the Concur Forms & Resources page.

Update to Embassy Suites Reservations (100721A)

To reserve a room, visit www.sanmarcos.embassysuites.com and select “Check Room & Rates” at the top of the page. Then enter the Corporate Account number, found on the Company Billed Hotels webpage, to receive the university rate unless restrictions apply as stated below.

The $129/night university rate is not available on weekends during football season or for special events. Football season is Friday and Saturday nights during that period. Special events can be any time of year for events such as large convention groups or university graduations. When making reservations at these special times or on sold out dates, you may get a message that says your rate is not available.

If you have issues getting the university rate or making a reservation, email Kevin Felix at Kevin.Felix@atriumhospitality.com for assistance.

New Form T-14 to Replace T-10 with Concur Travel System Transition (100621A)

The T-14 Traveler Contract Verification form is designed for use with Concur. A completed T-14 is required to be attached to Concur Travel Requests for non-employees (excluding students), such as contractors, visiting guests, and speakers/lecturers. The form is available on the Travel Office Forms page under Non-Texas State Employees.

The T-14 is only required when Texas State will pay for the traveler’s expenses whether billed directly to the university or personally paid and submitted for reimbursement. Supporting documentation from the signed contract or email agreement between the non-employee and university department must be attached to the Travel Request.

Remember, the preferred method of handling non-employee travel expenses is to include them in the contract or agreement fee, stating the employee will secure their own travel, which will eliminate the need for a T-14 and additional payments for the traveler’s expenses.

With the move to Concur, the T-10 Travel Authorization form will be phased out as it was required when non-employee travel requests were submitted via the Travel Funds Commitment process. The T-10 will be removed from the Travel website when the transition to Concur is complete.

TRAVELTracks Trip Region Search (062521A)

Please be advised that there is a known issue with the destination trip region search in TRAVELTracks for which the Travel Office has established a temporary solution.

Should you encounter this issue, please use the below steps to identify the trip region. If the problem persists, please contact the Travel Office for assistance.

1. Click Settings (wrench icon).

2. Change the Maximum Number field to 1,500 and click OK.

3. Close, then re-open the Search: Trip Region box. All the trip regions in TRAVELTracks should now populate, allowing you to scroll through to find the correct state and region.

As Texas is the most commonly used destination, it may be helpful to first browse the Texas Trip Regions document on the TRAVELTracks webpage.

Travel – Return to Normal Processing (051721A)

Per the recent campus email regarding the return to normal travel processing, please understand:

  • All travel restrictions have been lifted for trips starting on or after August 9, 2021.
  • Depending on the trip start date:
    • If before August 9th, an explanation as to why it is essential travel must be provided and Cabinet Officer approval obtained in order to travel.
    • If on or after August 9th, the normal SAP workflow approval process will be followed, and the comments section will be used to explain the trip purpose.
  • Non-refundable airfare may again be purchased at Ascot Travel or Corporate Travel Planners (CTP). Airfare should not be purchased personally for university travel as it cannot be changed for use by other business travelers.
  • Non-refundable tickets can generally be changed without a change fee. Check the Airline Advisory Link to determine the current change process and fees, if any. 
  • Determine if a refundable ticket is the better option based on any perceived risks related to the trip’s destination; this type of ticket purchase is allowed.
  • Hotel cancellation policies, if reserving lodging.
  • Travel requirements per UPPS 05.06.05 Business Travel are always in effect. International travelers should be aware of their responsibilities per section 04.06 f.
  • Travel Policies and Procedures should be reviewed if you have not used them in some time.

On Call International (011921A)

Effective January 1, 2021, The Texas State University System entered into an agreement with On Call International (On Call) to provide duty of care services and foreign insurance coverage for the system schools.  On Call provides travelers with health and security assistance when traveling internationally. If traveling within the United States, travelers should follow the emergency response protocols (e.g. 911) for their location when assistance is needed. While in the midst of a global pandemic, the value of On Call services has never been more evident. Reporting on traveler locations and providing communications to them is imperative for protecting the safety of our travelers.

The Travel Office is working with On Call to obtain more information on their program as well as the necessary traveler training guides. As information becomes available, it will be posted on the Foreign Travel webpage. If you are traveling internationally, please familiarize yourself with the new Traveler Pre-Trip Reference Guide.

An official announcement regarding the duty of care provider may be released soon. Until then, please be aware of this change. If you have questions, please contact the Travel Office at travel@txstate.edu.

Standard Mileage Rate for 2021 Reduced from 2020 Rate (010521A)

Texas State’s maximum mileage reimbursement rate for travel occurring on or after January 1, 2021 is 56 cents per mile. This is a 1.5 cent decrease per mile from the previous rate of 57.5 cents per mile, which remains in effect for travel dates on or before December 31, 2020. These rates are in accordance with rates adopted by the Internal Revenue Service and the State of Texas Comptroller’s Office.

The following have been updated to reflect this rate change:

T-1 Transportation Cost Equivalency Form

T-3 Daily Mileage Worksheet

MapQuest Chart

For additional information regarding mileage or other travel news, refer to the Travel Office website. For any questions, please contact travel@txstate.edu or call (512) 245-2775.

Travel Industry: Cleaning Steps and Health Practices (111320A)

The State of Texas Travel Management Program has provided the current travel cleaning practices for different industry components. For your convenience, the State of Texas Travel Management Program (STMP) – Cleaning and Health Practices information is located on the Travel Office homepage under Coronavirus (COVID-19) Resources.

These policies can provide important information pertaining to any upcoming travel, but are also subject to change. For additional information and the most up-to-date policies, please contact your chosen travel vendor directly.

Avis Car Rentals (102320A)

The SAP portal has been enhanced to include two Avis vehicle rental tiles in the Travel section.  There are separate tiles for business and leisure/personal travel. Select the appropriate tile and proceed with the reservation. Business travel will be direct billed to the university and leisure travel will be paid personally. The State of Texas Avis discount number is embedded in the links used for the reservation process for both types of travel.

The Travel Office has also added instructions for using the Avis rental processes.  You may access these instructions from the Travel website by clicking Rental Cars under Quick Links on the right hand side of the home page.

Current Travel Restrictions and Requirements (092220A)

University travel is still restricted until further notice from the Cabinet.  As previously instructed, only essential travel is allowed with approval from the traveler’s Cabinet Officer, which is required before travel may be approved by the Travel Office. Cabinet Officer approval should be attached to the Travel Request and/or Funds Commitment.

Other points regarding travel are still in place, which include:

  • Travel between Round Rock and San Marcos campuses or the TSUS office in Austin is authorized without prior approval.
  • Individuals and groups should plan for their travel and ensure all purchases during this time are 100% refundable.
  • Visit the FAQs for Faculty and Staff regarding COVID-19 page for additional information.

Many training conferences and seminars have moved to a virtual format. If the conference is virtual and the attendee is not traveling, a Travel Request is not necessary for reimbursement. Simply create an e-NPO using GL 724300 – Education/Training Services, to either pay the vendor hosting the conference or reimburse the attendee if the conference registration was personally paid. Refer to the Offsite and Webinar Training Expense GLs (072220A) RSS announcement for more details.

Please share this information with those in your department who are planning to travel or attend a virtual conference or webinar.

UPPS 05.06.05 Business Travel (072120A)

The University has issued the first official Travel Policy. The policy includes current travel procedures that have been in place several years as well as recent additions communicated in other RSS announcements. The UPPS should be used for guidance on creating Travel Requests and processing Travel Expense Reports. 

The new policy can be viewed by clicking the link UPPS 05.06.05 Business Travel.

The Travel e-NPO Process (060520A)

Please ensure that all required attachments are included on any Travel e-NPO document or the document will be rejected for correction during the Travel Office review.  Note that the Traveler Certification Statement is a required attachment on Travel e-NPOs.

By approving the Traveler Certification Statement, the traveler is certifying the validity of the expenses and that the traveler has not been reimbursed by any other means. This certification statement is meant to mirror the TRAVELTracks electronic Traveler’s Signature that is obtained when the traveler “Saves and Sends” the Expense Report for approval. If the Traveler Certification Statement is not attached that warrants immediate rejection of the e-NPO document back to the creator and workflow will need to be restarted once the certification statement has been attached.

The Travel Assistant may provide the  Traveler Certification Statement link to the traveler to use or can prepare the following certification statement and email it to the traveler who can respond “Agree” and both of these become the required attachments on the e-NPO.  All information must be filled out completely.  Additional expenses may be added or removed from the template below.

This email will serve as my signature and validation of the expenses on this e-NPO. I certify that the expenses are correct and have not been reimbursed to me by any other method. The summary of the travel expenses is as follows:

Traveler Name:

Trip Number:

Dates of Travel:

Amount of Reimbursement:

Destination:

Expenses: (break out by expense type)

$0.00 MEALS

$0.00 LODGING

$0.00 REGISTRATION

$0.00 TAXI, UBER, SHUTTLE

AP and TRAVEL e-NPO CHECKLISTS (050820A)

The Accounts Payable and Travel office has created two informative checklists for processing e-NPOs. It is encouraged to reference the correct checklist when creating an e-NPO for efficient payment processing.

Visit the AP webpage under the Resources tab for the AP e-NPO Quick Checklist page and the Travel webpage under the Procedures tab for the Travel e-NPO Quick Checklist page. Both checklists are also available via the e-NPO Procedures page.

Mileage Reimbursement Calculation (042420A)

Effective immediately mileage reimbursements will be calculated based on actual segment miles traveled. Segment mileage is calculated as the shortest direct route between the starting point and ending point. Toll roads may be used when the time factor outweighs the additional mileage driven. The starting point may not always be the university location. Mileage reimbursements will be calculated using the actual segment miles between the two points.

The starting and end points used are certified by the traveler as the shortest direct route when the traveler submits the expense report.

Hotel Room Safety Tips (042320A)

The following are some safety tips that travelers may want to consider when checking into a hotel room. The tips offer precautionary steps to possibly reduce exposure to germs, viruses, etc. from unclean items in the hotel room. The tips are:

  • Read hotel reviews before you book.
  • First thing to clean when you enter a hotel room is your hands.
  • Carry wipes.
  • Spot clean “high touch” points housekeeping may have missed.
  • Take bedspreads and scarves off hotel room beds because they may not be cleaned every day.
  • Clean glassware before use.

Travelers are encouraged to use these tips and any other personal actions they feel are appropriate when staying in hotels or other lodging alternatives.

Airline Links for Current Updates (042220A)

As the COVID-19 pandemic continues to evolve, the airline industry and their processes related to ticket changes, refunds, credits, exchanges, expiration dates, etc. also continue to evolve. To keep up with airline industry changes and options for travelers, the following airline advisory links may be helpful in answering your questions.

Allegiant

American

Delta

Frontier

Southwest

United

Travel Advance Repayment Option (040720A)

The TouchNET System can now be used to repay unused travel advance funds and the Travel Advance Returned Funds website is accessible from anywhere. It is no longer necessary to trek to JCK to deposit the funds at the Cashier’s Office!

With this process, there is also no need to enter the General Ledger Number or Fund Number as these are programmed into the TouchNET System on the website provided above. You will need to enter your bank routing number, bank account number, and the Trip Number for which the advance was issued. Enter the required information into the fields provided and ensure the return amount and Trip Number are correct.

Upon receipt of your confirmation email, please retain a copy for your records and attach a copy to your Expense Report to clear the advance. 

Note that insufficient fund fees apply, and you are responsible for such fees if your bank account does not have available funds when you process the return through this system. Be sure to check your bank account balance before you start this process in order to avoid insufficient fund fees.

e-NPO for Contractor Payments (040220A)

Please review the following regarding contractor payment for services and those that are to be reimbursed for travel expenses. Following these guidelines will help avoid unnecessary delays and reduce contacts back to the creator for clarification or supporting documentation. 

  • For e-NPOs related to an executed contract, include the contract number in the Comments section. PSS will use that number to reference the contract terms and the service fee amount. If travel is to be reimbursed, attach the page(s) of the contract to the e-NPO so the requirement is substantiated and verified by the Travel Office as allowed under the contact terms.
  • For e-NPOs where there was no contract executed, attach the email correspondence with the vendor and their acceptance of the terms. The attachment must show what is included in the service fee or to be reimbursed (i.e. travel expenses are the only reimbursements allowed). The Travel Office will need that information to verify the reimbursement requirement.
  • The GLs used for contracted services are located on the AP Resources - GL Codes webpage.
  • If the e-NPO document is for contracted services only, the e-NPO will route to PSS for approval on the contracted services GL account and validation against the contract number provided or the agreement pages attached. PSS approval is required in the SAP Workflow for any contracted service payment. 
    • Note that contractor reimbursements for non-travel expenses should not be reimbursed. Contractors should provide their own equipment and supplies.  This process is typical for straight contracted service payments and those in which the service fee includes any type of expense, including travel. The travel and other expense GLs would not be used on this e-NPO. 
  • If the e-NPO is for contracted services, references a Trip Number, and includes receipts for travel (use GL 725100 - Professional Services Travel Reimbursement), the e-NPO will first route to PSS.   
    • PSS will verify the contracted services amount and that the travel expenses are to be reimbursed and not included in the contractor’s service fee. PSS will approve the e-NPO document in workflow.  If travel was to be included in the fee, PSS will reject the e-NPO, returning it to the creator for correction. Approval will not occur until the e-NPO is corrected and the travel line deleted.
  • After PSS approves the e-NPO document, it will be routed to the AP and Travel Office for review and payment.

Travel Expense Reports for Travel between Campuses (033020A)

In the event you need to travel between San Marcos, Round Rock, or the TSUS Office in Austin, this travel is authorized without prior approval during the COVID-19 pandemic situation. Currently, this is the only travel allowed without prior approval.

In order to create the expense report for this travel, a trip number is required to complete the e-NPO request.  The trip numbers to use for this travel are defined as follows:

  • 7300000001 – Travel from San Marcos to Round Rock, including travel back to San Marcos or the employee’s home, depending on where the employee goes after campus business is completed.
  • 7300000002 – Travel from Round Rock to San Marcos, including travel back to Round Rock or the employee’s home, depending on where the employee goes after campus business is completed.
  • 7300000003 – Travel from San Marcos to the TSUS Office in Austin, including travel back to San Marcos or the employee’s home, depending on where the employee goes after campus business is completed.
  • 7300000004 – Travel from Round Rock to the TSUS Office in Austin, including travel back to Round Rock or the employee’s home, depending on where the employee goes after campus business is completed.

e-NPO Screen Changes – COVID-19 Tracking (032720A)

Effective today, when creating an e-NPO, you must select ‘Yes’ or ‘No’ as shown below indicating if the expense captured on the e-NPO is related to COVID-19 or not.  The new requirement fields are directly under the Vendor Number section on the e-NPO screen.

When creating the e-NPO document, you cannot combine COVID-19 with other business expenses; they must be on separate e-NPO documents.  This is because you cannot select both ‘Yes’ and ‘No’ on the e-NPO document.  The expenses must either all be related to COVID-19 (select ‘Yes’) or not related to COVID-19 (select ‘No’).  This new question is a required field, therefore, the e-NPO will not be able to be created without a selection. If no selection is entered, you will receive the following error message:

Approvers will see the selection when reviewing the e-NPO in workflow. It will show to the right of the Vendor Number on their screen (but it will not be highlighted as below, which was done for emphasis).

Travel Impact Due to COVID-19 (031320A)

As the situation continues to develop, the Travel Office webpage has linked information to the university updates. A list of procedures is also available to assist you with the changing impacts to university travel.  Please keep the following information available as the Travel Office works through those impacts and receives direction on how to best respond to your questions.

This list will continue to be modified as new situations are presented or guidance is received on processing travel and trip changes affected by COVID-19.

Truck Rental Program Changes (031020A)

Effective March 1, 2020, there was a change to the State of Texas contract for the truck rental program. Truck rentals have been separated from the previous Car and Truck Rental program. Under the new program, there are no discounted truck rental rates and insurance is no longer included in the rates. You will need to purchase the Loss Damage Waiver and Liability insurance options to ensure the coverage is included with these rentals.

Truck Classes with no insurance are listed below. NOTE: Standard Cargo Vans are still covered as before.

Commercial Truck Class

*now

 
 

Extended Cargo van

 

¾ Ton Truck

 

1 Ton Truck

 

12’-16’ Box Truck

 

12’-16- Stake bed

 

20’-26’ Box Truck

 

20’-26’ Stake bed

 

1 Ton Dually Truck

 

 

If unable to find the truck you want when booking an Enterprise reservation online, the below contact information should be used to assist with your reservation.

State of Texas Help Line by Enterprise

Mon – Fri 7:30am-5:30pm

txuts@ehi.com

(512) 912-5500

 

The nearest Enterprise branches to the university for truck rentals are:

RENT-A-TRUCK - S. AUSTIN

4210 S Congress Ave

Austin, TX 78745-1104

(512) 707-2773

TRK RENTAL NEW BRAUNFELS

4831 S Interstate 35

New Braunfels, TX 78132-4946

(830) 620-9057

As the other rental agencies provide their truck rental information, another RSS announcement will be published.

Hotel Reservation Tips (030520A)

In order to minimize check-in delays and issues for travelers, the traveler or their travel assistant should take the precautionary step to follow up with the hotel regarding their reservation. This would involve contacting the hotel a week before the scheduled check-in date to validate that there are no issues pending.  Issues could relate to the delay in receiving the prepayment check (if mailed directly rather than the traveler presenting at check-in) or with the CTP virtual credit card number provided as part of the reservation process.  The CTP virtual credit card process relates only to those departments using CTP in the pilot program.

As the hotel industry has frequent staff turnover, some reservation issues have occurred. Most relate to the CTP virtual credit card process so this follow-up action may help provide a smoother check-in process for the traveler.

Remember, if you are requesting a hotel prepayment via the e-NPO process, you must enter ‘PREPAY’ in the Invoice Number box. This will ensure the e-NPO is processed in a timely manner and not delay payment to the traveler or vendor. The below example indicates these steps.

American Airlines Airfare (030220A)

Texas State University and American Airlines have signed a contract which offers fare savings (reduced pricing) and other benefits.  Travelers will need an AAdvantage account to accumulate mileage points for the travel as well as to partake in the benefits of this program.

To obtain these rates and mileage points, the airfare reservations must be made through either Ascot Travel or Corporate Travel Planners (CTP).  The university’s American Airlines number has been loaded at these agencies and that setup will provide the contract pricing and benefits for business travel.

For additional information on the program, please visit the Company Billed Airfare page and review the program summary and benefits for travelers who purchase American Airlines airfare through the university’s travel agencies.

Enterprise Portal Update (011520A)

Enterprise has made some enhancements to the online portal for vehicle rentals. A new feature has been added to calculate the cost of renting a car versus the cost of mileage reimbursement. It is beneficial to see the cost comparison between the two options and may also save department budget for other purposes. The calculation has a separate screen and does not have to be attached to the Travel Request or Expense Report at this time. 

To use this feature on the Enterprise rental portal, proceed as follows:

  • The Compare Rental vs. Reimbursement Cost comparison is pre-populated within the Enterprise portal, even if you do not want it. If you do not want to use the feature, uncheck the box identified below.
  • To use the calculator, enter the Travel Distance, Cost of Fuel, and Reimbursement Rate.

  • The $0.57 mileage rate above is in the process of being updated for the new 2020 IRS mileage rate of $0.575 and is expected to be completed soon.
  • The comparison results will be included on the final reservation confirmation screen as well as in the confirmation email. This will help you determine which option to use.

Standard Mileage Rate for 2020 Reduced from 2019 Rate (010820A)

Texas State’s maximum mileage reimbursement rate for travel occurring on or after January 1, 2020 is 57.5 cents per mile. This is a .5 cent decrease per mile from the previous rate of 58.0 cents per mile, which remains in effect for travel on or before December 31, 2019. These rates are in accordance with the rates adopted by the Internal Revenue Service and the State of Texas Comptroller’s Office.

The following have been updated to reflect this rate change:

T-1 Transportation Cost Equivalency Form

T-3 Daily Mileage Worksheet

MapQuest Chart

For additional information regarding mileage or other travel news, refer to the Travel Office website. For any questions, please contact travel@txstate.edu or call (512) 245-2775.

Mileage Reimbursements (121319A)

When seeking mileage reimbursements using MapQuest or a similar website, be sure you note that the site lists the actual miles and minutes to the destination.  The Travel Office has been experiencing an increase in reimbursement requests on Expense Reports based on the website’s travel minutes vs the miles. This mistake causes the Expense Report reimbursement to be delayed as the reimbursement is based on the miles traveled.

Please share this with those in your department who do not receive the RSS Announcements.

HERTZ Car Rentals (102919A)

Effective today, vehicle rentals may now be booked through HERTZ.  Click on the HERTZ tile in the Travel section of SAP Portal to begin the reservation.  Be sure to select the correct box for either a business or leisure travel reservation.  Business travel will be direct billed to the university while leisure travel will be paid personally.

The Travel Office has also added instructions for using the HERTZ rental process.  These instructions may be accessed from the Travel webpage by selecting Rental Cars under the Quick Links section on the right-hand side of the home page.

TRAVELTracks Web Update (101019A)

The TRAVELTracks Training webpage has been updated.

A revised Travel Request and Expense Report Guide has been posted and should be referenced when creating either of these documents in TRAVELTracks. The procedures include screenshots for the new SAP Portal displays.

Foreign Vendor Payments & Tax Consequences (092619A)

Please note that there may be tax consequences for foreign vendor payments which could affect the amount of cash actually paid to the vendor.

To start the payment process, verify the vendor is set up in PaymentWorks. This will ensure their information is correct and that the payment method is properly identified. Some vendors will accept a U.S. bank check, but many require wire transfer payments. If wire transfer is the preferred payment method, the information is required in PaymentWorks.  You will not need to obtain an AP-03 Wire Transfer form if the vendor is in PaymentWorks.  See the Vendor Self-Service webpage for links to PaymentWorks and instructions.

Payment via e-NPO

  • Email the invoice to the Payroll & Tax Compliance Office (Tax Office) at taxspecialist@txstate.edu for their review to determine if taxes are applicable.
  • If tax is applicable, the Tax Office will ask if the department wants to pay for the taxes (grossed up) or have the vendor pay for them (deducted):
    • Grossed Up – The department will be charged for the tax amount, and the vendor will receive payment for the invoiced amount.
    • Deducted – The department will be charged for the invoice amount, then taxes will be deducted from that amount, and the vendor will receive the difference.
  • The Tax Office will advise you of the GL & Fund (no cost center used) for the tax expense line when creating the e-NPO.  You must attach the Tax Office email indicating the tax implications to the e-NPO as support for the tax impact.
    • If the e-NPO does not include the Tax Office email, it will be rejected.

Payment via PO

  • Accounts Payable will route these invoices to the Tax Office for their review to determine if taxes are applicable.
  • If there is no tax effect, the invoice will be processed for the billed amount.
  • If taxes need to be withheld, the Tax Office will contact the department directly to determine if they want to pay for the taxes (grossed up) or have the vendor pay for them (deducted):
    • Grossed Up – The department must increase the PO by the tax amount. The department will be charged for the tax amount, and the vendor will receive payment for the invoiced amount.
    • Deducted – No PO adjustment is needed for this option. The vendor will receive payment for the difference between the invoiced amount and the tax amount.

15-Passenger Van Rentals (070219A)

UPPS 05.05.04 issued by Environmental Health, Safety, and Risk Management (EHSRM) regarding 15-passenger vans has been updated. These updates pertain to the rental, occupancy, and driver time restrictions as well as required training, certification, and the Journey Management Plan (JMP) for operating 15-passenger vans. 

Some of the key points in this policy update are:

  • Driver requirements, training, and certification handled by EHSRM.
  • No more than 9 occupants can be in this type of van.
  • The JMP must be completed – started prior to the trip and maintained during and after the trip has ended. This is submitted to EHSRM.

Read the policy to determine the effect it may have on your rentals and remember the following pertaining to 15-passenger van travel:

  • Travel Request/Funds Commitment should state when a 15-passenger van will be rented and, if so, the EHSRM driver certificate must be attached. This is necessary to approve the rental of that type of van as the Travel Office needs to ensure the driver/traveler has the certification.  If not attached, the travel request will not be approved.
    • If the requirement for a 15-passenger van is added after the initial travel request has been approved, it is the responsibility of the traveler/Travel Assistant to attach the certificate to the approved travel request.
  • NOTE:  Due to federal restrictions, rental companies may not rent 15-passenger vans for the transport of minors. Please check with the company in advance.
  • Do not book these vans outside of the Travel Office rental agency processes or restrictions on travel may be imposed.

For more information and to obtain the required forms, training, and certification, please review the EHSRM 15-Passenger Vans webpage.

Company Billed Hotels (062719A)

A new quick link for Company Billed Hotels has been added to the Travel website, located on the right-hand side of the home page.

This page provides the list of hotels which will directly bill Texas State for lodging. The list will include lodging rates and other pertinent data. This is a work in progress and will be expanded as more hotel details are available. 

Please note that you will need to enter your NetID and password to access this page because the information is restricted to employees only. It contains billing numbers and other data, which should only be viewed by employees.

Company Billed Hotels Reservation and Payment Process (062619A)

Many hotels in San Marcos offer direct billing for lodging stays.  When making a reservation at a hotel which offers direct billing, please have the approved trip number ready and use the following to ensure the booking, invoicing, and payment processes are as efficient as possible:

  • No PO needed for these. PO is for conference bookings.

  • Provide your name, department, and trip number.

  • Provide your email address and have the folio sent to you after the traveler checks out.

  • Process the payment as an e-NPO against the trip number.

Conference Hotel Lodging Reservation (060619A)

When attending a conference which offers a reduced room rate, best practice is to secure the room at the time of conference registration. Conference hotels provide designated booking channels which all conference attendees are required to follow in order to secure the conference rate. Typically, it is the conference registration website and/or an 800# provided to attendees. Conference rates are associated to a block of rooms held for the conference. Once that room block is gone, the normal rate is all that may be obtained.

There are two options for booking conference lodging:

  • The traveler can reserve the room with a personal credit card and obtain the conference hotel rate upon completing the conference registration (if allowed at that time). The traveler will have to personally pay for the room upon check out.
    • Employees may want to consider obtaining a travel card through the State of Texas card program. Charges to this personal credit card are limited to travel expenses and are reimbursed when the Expense Report is submitted.  For more information on this program, please see the State Travel Charge Card webpage.
  • The traveler (or Travel Assistant) may get a quote for the room, have the vendor complete the PaymentWorks set up (if not already a Texas State vendor), obtain a folio estimate from the hotel, and submit an e-NPO to receive a check to present at check-in. The risk with this process is:
    • Other conference attendees and hotel guests may make reservations and the hotel may fill up. Once there is no more capacity, the traveler will have to find a different hotel, which is inconvenient for the traveler, and the above-mentioned vendor e-NPO payment process will have to start over.

It’s clear that the first option is best, however, the traveler may do what they feel is best for their circumstances.

For those of you using Concur to book hotel rooms, please know the conference rates are not accessible in the Concur booking tool. Booking rooms at a specific conference rate should not be attempted through Concur, but via one of the two options above. However, if the conference rate is no longer offered, you may still use Concur to reserve the hotel room at list price and directly bill it to the university.

Revised International Travel Release Form T-4 (053019A)

Effective immediately, all Texas State current employees and students must complete and sign the revised T-4 Release of Liability, Indemnification, and Assumption of Risk Agreement when traveling on university-sanctioned foreign trips.  The form was modified for recent TSUS Rules and Regulations changes, which address when travel is allowed depending on the Travel Advisory Warning Level as listed on the U.S. State Department website. 

The TSUS Rules and Regulations clarified when international travel is allowed as follows:

  • Students may not travel to a country or area with a Level 3 Travel Advisory or higher.
  • Neither employees nor students may travel to a country or area with a Level 4 Travel Advisory.
  • Employee travel to a Level 3 country requires the Release of Liability, Indemnification, and Assumption of Risk Agreement to be initialed and signed by the traveler.

All international business travelers must complete the T-4 form and attach it to the Travel Request or Funds Commitment before final travel approval is given for any international trip.

The first section of the form captures basic travel information pertaining to the business traveler and any guests or minors traveling with that person.  The next section has the agreement terms, of which each traveler must initial as well as sign the form. Do note that the agreement portion of the T-4 form is only applicable if the travel warning advisory is a Level 3 at any time before or during travel. The employee traveler must choose whether to go or stay in that country.

No changes were made to the following T-4- forms for guests or minors:

  • The T-4G Release of Liability and Assumption of Risk for Foreign Travel Form must be completed for employee’s dependents, family members, or guests traveling on the same itinerary.
  • The T-4M Release of Liability and Assumption of Risk for Foreign Travel for Minors Form must be completed for students, dependents, family members, or guests if they are under 18 years of age.

The T-4, T-4G, or T-4M Forms must be completed by the traveler, guest, guardian, or Travel Assistant and attached to the Travel Request or Funds Commitment.

Travel Return on Advance (ROA) Form (042219A)

When returning unused travel advance funds, use the Travel ROA Deposit Form. Only the 10-digit trip number may be entered in the Assignment field on the deposit form.

  • Funds Commitment trip numbers start with 2014.
  • TRAVELTracks trip numbers start with 7300.

The Travel ROA form is located at Travel Forms. The form includes further instructions to assist you.

Employee List Clean Up Guide (041719A)

In order to clean up your employee list in TRAVELTracks you must ensure that all of the completed trips have been processed. Completed trips either have an expense report processed or you informed the Travel Office to cancel the Travel Request. This includes zero dollar trips Once all the trips for the employee have been completed, then you should delete that employee from your list if you will not be processing travel for them in the future. Please follow these instructions to cleanup your employee list.

You will first need to add the Personnel Assignment column to your Employee List view in TRAVELTracks so you can see the status of the employee's Personnel Assignment number. Next log in to the SAP Portal, select the Employee Self-Service tab, TRAVELTracks, then My Employees.

Select the Open Setting Dialog icon at the top right of the Employee List screen.

A Settings table will appear. On the Column Selection tab, go to the Hidden Column table, scroll down, and select the Personnel Assignment cell.

On the Column Selection tab, go to the Hidden Column table, scroll down, and select the Personnel Assignment cell.

  • Select the Add button
  • Select the Apply and then OK buttons
  • Your Employee List will now show on your PC screen

The Personnel Assignment will be listed as (Active), (Inactive), or (Withdrawn) on your Employee List.

  • Select the employee or employees who you will no longer be creating travel for, then select Remove Employee(s). This will remove the (Inactive) and (Withdrawn) employees from your Employee List.
  • If an employee's Personnel Assignment is listed as (Inactive), but will become (Active) later, the employee does not need to be removed.

Prepaid Lodging and Travel Expense Reports (041019A)

When prepaid lodging is requested before the trip begins, a payment is issued to the hotel.  These payments are issued via the e-NPO or PO process, with e-NPO being the preferred method as a PO is not required for brief lodging stays. An approved 10-digit trip number is required before requesting prepayment to the hotel. 

When processing the trip expense report, the Travel Office needs to validate the folio information back to the prepayment and ensure that the charges are for allowable travel expenses. The following process is, therefore, effective immediately:

  • At checkout, the traveler must request a final copy of the hotel folio with itemized charges. The traveler must review the folio for accuracy.
  • If the hotel stay is in the State of Texas, no State Occupancy Tax should be charged.  Be sure the hotel has been provided a Texas Hotel Occupancy Tax Exemption Certificate at the time of check-in so state tax is not included on the final folio.
  • The folio must be attached to the traveler’s reimbursement (TRAVELTracks Expense Report for employees and e-NPO for non-employees) before it is submitted.  The e-NPO or PO number must be written on the final folio.  This will allow future questions on the expense report and prepayment to be synced together. 

NOTE: If the expense report does not have the required information described above, then the traveler’s reimbursement will be delayed.

Travel e-NPO Process Update (012419A)

Effective immediately, the e-NPO entry for invoice date and invoice number have changed. The following details the data and format that should be entered when creating a travel e-NPO reimbursement request:   

  • Invoice Date: Enter the last day of travel MM/DD/YYYY.           
                           e.g. 11/30/2018
  • Invoice Received Date: Enter the date the e-NPO is being created and submitted as MM/DD/YYYY.
  • Goods Received Date: Enter the date the e-NPO is being created and submitted as MM/DD/YYYY.
  • Invoice Number: Enter the first day of travel as MM/DD/YYYY.
  • Amount: Enter the total amount of reimbursement.
  • Text Information: Enter the FC number, dates of travel, and the destination.                                               
                                  e.g. 2014554471 1/12-4/22/16 VARIOUS, TX                                                                                                                       *NOTE: For Guests, enter where they came from. If coming from New York state to San Marcos, TX, enter NY/SM, TX.          
                                  e.g. 2014554471 1/12-4/22/16 NY/SM,TX                             

Remember, all travel must be pre-approved and expense reports are due 30 days after the trip end date. These requirements have not changed for any travel sponsored by Texas State University, whether for an employee, student, or guest of the university. 

If you need assistance on this change or have other travel e-NPO questions, please review the e-NPO Procedures or contact the Travel Office at travel@txstate.edu or 5-2775.

Revised Form T-10 Available (011119A)

Texas State University Travel Authorization (Form T-10) has been revised. The form must be attached to each Travel Funds Commitment.  When completing the Form T-10, you must complete all the information on the form. The form now includes a section to break out the estimated expenses by category.  It also totals the amounts in each category and populates the Total Trip Cost amount.  This information is useful for the approvers reviewing the trip details.

The estimated company billed expenses are also captured on the form. You will need to list the total in that section or enter $.01 if there are none. That total will be the encumbrance amount for the trip.