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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.  The truck rental program was being separated from the previous Car and Truck Rental program.  Under the new program, there is no discounted truck rental rates and insurance is no longer included in the rental rates.  You will need to purchase the Loss Damage Waiver and Liability insurance options to ensure those coverages are included on 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

 

 

When booking an Enterprise reservation for a truck rental, if you cannot find the truck you want online, the following 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

Phone:(512) 707-2773

 

TRK RENTAL NEW BRAUNFELS

4831 S Interstate 35

New Braunfels, TX 78132-4946

Phone:(830) 620-9057

When the other rental agencies provide their information on truck rentals, another RSS 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.

Southwest Airfare (121619A)

Texas State University and Southwest Airlines have signed a contract, effective January 1, 2020, which will offer fare savings (reduced pricing) depending on the fare type and seat availability for the flight. Travelers with a Southwest Rapid Rewards number will also receive 50% bonus points through June 30, 2020.

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

For additional information on the program, click on Company Billed Airfare to view the summary of the program and benefits to travelers obtaining Southwest airfare through the university’s travel agencies.

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.

Enterprise Emerald Club Promotion (110119A)

Enterprise is currently offering the below ONE TWO FREE® promotion for travelers in their Emerald Club Program.

The ONE TWO FREE® promotion has arrived. Register now to earn a Free Rental Day‡ with every two qualifying rentals through February 29, 2020.∗ Plus, earn points toward more free days with bonus opportunities.

‡Free rental day covers base rate (Time and Mileage) only.

EMERALD CLUB MEMBERS SIGN IN

JOIN EMERALD CLUB NOW

NOTE: *Free Day covers the base rate (Time and Mileage) only. Earn free rental days with every two qualifying rentals or 600 points.

For additional terms and conditions, visit the ONE TWO FREE®  webpage.

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.

How to Purchase Foreign Travel Insurance for Personal Trips (060419A)

As an employee of Texas State University, certain aspects of the ISOS services as well as travel insurance are available if you are traveling internationally on a leisure vacation (non-business travel) and want to receive travel information regarding your destination(s).  For the steps to obtain a quote and/or purchase this coverage, please visit the Travel Assistance & Foreign Travel Insurance page and view How to Purchase Foreign Travel Insurance for Personal Trips.

Foreign Travel Webpage Update (053119A)

The section pertaining to Travel Assistance and Foreign Travel Insurance information on the Foreign Travel webpage has been updated to clarify some differences between the MyTrips online profile and the Assistance App features for travelers within International SOS.  Please review this information and advise other travelers in your area to do the same.

The MyTrips user guide has also been updated, so if you or someone else in your area is planning to use this, the guide would be the starting place to ensure you understand the various data points within MyTrips. 

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.

ISOS MyTrips Login and Password Requirements (052019A)

Every traveler must set up their own profile in ISOS if they have not already done so.  Travel Assistants cannot create a profile for another person. Instructions on this process are available in the MyTrips User Guide.

Passwords for MyTrips must meet minimum complexity requirements. Your new password must be:

  • at least 10 characters long
  • not contain your user name or full name
  • not have been used as one of your previous 12 passwords
  • contain a combination of the following character types:
    → upper case characters i.e. A,B, …, Z
    → lowercase characters i.e. a, b, …, z
    → numerals i.e. 0, 1, …, 9
    → special characters i.e. !,@,#,$,%,*,(,),_,+,^,&,},{,:,;,?,.,]

As an example, Welcome@2019 meets all the requirements.  

The travel itinerary should be forwarded (not as an attachment, but the actual airline confirmation email) to ISOS to be loaded into your MyTrips profile. The email address to which an itinerary should be forwarded is as follows: 

Trip itinerary details may be manually added to your MyTrips profile, but it is time consuming if you already have the airline itinerary email.

As ISOS is the university’s duty of care provider, it is extremely important to forward your itineraries to them, allowing for reporting on impacted travelers when a situation occurs.

Airbnb Reservations Reinstated (051019B)

Airbnb has been removed from the State of Texas Comptroller’s banned list of businesses and, therefore, travelers may again book lodging through this company.  Thank you for your patience.

If you have any questions, please contact the Travel Office at travel@txstate.edu or 5-2775.

15-Passenger Vans (051019A)

Per UPPS 05.05.04, 15-passenger vans may not be used for transporting passengers or for towing.  The rental agencies have been notified and instructed to remove this option from the Texas State business travel vehicle options.  If you have any pending reservations for 15-passenger vans, please cancel them immediately and re-book with an allowed van size (i.e. 10-12-passenger van).  

Do note that the UPPS is under revision and this restriction may be removed and other requirements added.  When finalized, another communication will be posted.

Enterprise and National Portal Update (042519A)

Enterprise and National have made an enhancement to the on-line portal for vehicle rentals. The Department Name is now a required field when creating a reservation through the on-line portal. This enhancement will be a time saver for the traveler when picking up the rental vehicle as they will no longer be asked for this information. The Department Name will be listed on all Enterprise invoices and will help the Travel Office identify the correct department if needed.

NOTE: This change is effective as of today and any travelers picking up a vehicle on a previous reservation will still be asked for their department name.

 

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.

Enterprise and National Portal Update (041819B)

Enterprise and National have made some enhancements to the on-line portal for vehicle rentals.  The changes are:

  • Confirmation emails are now sent to the person creating the booking (Travel Assistant) and the traveler. This should assist the Travel Assistant when the traveler has questions or needs to make any changes on the reservation.
    • On this Enterprise screen, click on the box indicated.

  • On the National screen, you should see the note at the top and will need to click on that to indicate you are reserving for another traveler.

  • On this screen, enter your information in the Travel Administrator Details.  The Travel Assistant and the traveler should then receive the email confirmation when the reservation process is complete.

 

ISOS Travel Itinerary Update (041819A)

If a traveler makes a reservation outside of ASCOT or CTP, there are new email addresses to which the itinerary should be forwarded to ISOS. The Travel Assistant can also send an itinerary to ISOS for another person. In order to forward an itinerary, the traveler must have a profile established in ISOS, which identifies the university with which they are associated.

If the traveler does not have a profile in ISOS, that person must set up their own profile.  Travel Assistants cannot create a profile for another person. Instructions for this process are found in the My Trips User Guide.

The forwarding email address depends on who is forwarding the itinerary confirmation, as follows:

  • Travelers can forward their itinerary confirmation to:   
  • Travel Assistants can forward a traveler’s itinerary confirmation to:
  • On the To… line enter the traveler’s email address used for MyTrips. This is to identify the profile to which the itinerary information should be attached.
  • On the CC… line enter TSUSTravel-TO@itinerary.internationalsos.com

It is extremely important to have traveler itineraries at ISOS as it (1) is the university’s Duty of Care provider, and (2) allows for reporting on impacted travelers when a situation occurs.

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.

Airbnb and Cancellation Fees Expense Report Process (040519A)

Any reservations with Airbnb with an arrival date on or before Friday April 12, 2019, can be used and the lodging at this vendor will be allowed on the travel expense report. 

Any reservations with Airbnb with an arrival date after April 12, 2019, must be canceled and rebooked with an alternative company that offers home or room rentals or through a hotel. Please ensure there is available departmental budget to cover any lodging cost increase regardless of the company used.

On the expense report, enter the lodging cost actually incurred (invoice total) as normal in TRAVELTracks or the Funds Commitment e-NPO reimbursement.  If the traveler incurred any Airbnb fees for canceling a reservation with a check-in date on or before April 12, 2019, the University will absorb cancelation fees through a separate account.  The following is the funding information (note there is not a cost center associated with this account) to be used on the expense report for any fees which meet the above timeframes:

                Internal Order = 9000002374

                Fund = 2000011019

Cancellation fee process:

  • Funds Commitment reimbursements: The cancellation fee needs to be a separate line on the e-NPO. Please use the appropriate lodging GL (based on destination) for any Airbnb cancellation fees:
    • In State: 710600
    • Out of State: 711600
    • Foreign: 712100
  • TRAVELTracks Expense Reports: The cancellation fee needs to be a separate line on the Expense Report. Please use the LODGING REDUCTION expense line without the negative to include the cancellation fee for Airbnb.
    • Click on the Change Cost Assignment in the Receipts entry field to update the Cost Assignment to the funding provided.
    • Once you change the Cost Assignment for the Airbnb cancellation fee and inputting all other receipts, save and send the Expense Report for approvals. The Expense Report will route to the Account Manager of this account for approval before Travel Office approval.

 

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.

Traveler Certification Statement Update (012319A)

Effective immediately, the Traveler Certification Statement will require destinations and expense type with total amount for each expense.  A Certification Statement is a required attachment for e-NPO travel reimbursement requests.  This process is used to submit travel expense reports which are not processed through TRAVELTracks.

The following is the revised Traveler Certification Statement template:

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:     $0.00 MEALS

                     $0.00 LODGING

                     $0.00 REGISTRATION

                     $0.00 TAXI, UBER, SHUTTLE

                     $0.00 (break out by expense type)

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.