Travel Office Announcements
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Travel Advance Repayment Option (041922A)
The TouchNET System has been updated for the 4-digit Concur trip numbers and should be used to repay unused travel advance funds. 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. Enter your bank routing number, bank account number, and the Trip Number for which the advance was issued. Then, enter the remaining required information 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. To avoid insufficient fund fees, remember to check your bank account balance before starting this process.
Tollsmart Process for Toll Road Expenses (021422A)
A new option is available for estimating and documenting toll road charges. The process uses the Tollsmart Calculator to find tolls associated with your destination. The procedures for using Tollsmart are located under Basic Information on the Mileage webpage.
If you have a TxTag account, you may sign into your account at TxTag Login to obtain toll expenses and documentation.
Attach the supporting documentation to your Concur Expense Report.
Shuttle Service & Executive Car Matrix (021022A)
When your department needs to contract for a shuttle, bus, or executive (black) car service, please refer to the matrix on the Rental Vehicles webpage. The matrix is a good resource when determining contracted vehicle, bus, and shuttle service vendors that could be used for your travel needs. Please note that the executive car service should be rarely used, primarily for dignitaries/special guests visiting the university. Remember, this type of car may have a higher rental rate than the state contracted rental agencies (e.g. Enterprise, Avis, etc.).
To access the matrix on the Rental Vehicles page, enter your Texas State credentials and scroll to the Shuttle Service section.
Concur Company Billed Airfare Charges (011122A)
Airfare reservations made through CTP (Corporate Travel Planners) are billed to the university’s company billed credit card. A recent enhancement to the process for these credit card transactions now routes them through Concur and directly posts them to the traveler’s Concur profile. The airfare amount brought into Concur should equal the amount obtained when the ticket was purchased.
When an airfare charge is brought into a traveler’s profile, the following notice will be emailed from Concur to the traveler and delegate (if one is assigned and opted to receive email notifications). The traveler’s name will show in the box with the arrow.
When completing the travel expense report that includes these credit card charges, you will be able to “drag and drop” the airfare charge to the appropriate expense category. As with any items claimed on the Expense Report (except meal per diems), receipt documentation should be attached.
Standard Mileage Rate for 2022 (010422A)
Texas State’s maximum mileage reimbursement rate for travel occurring on or after January 1, 2022 is 58.5 cents per mile. This is a 2.5 cent increase per mile from the previous rate of 56 cents per mile, which remains in effect for travel dates on or before December 31, 2021. These rates are in accordance with those adopted by the Internal Revenue Service and the State of Texas Comptroller’s Office.
The following have been updated to reflect this rate change:
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 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.
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.