Disbursements & Travel Services Office.ppt

Disbursements & Travel Services Office Mileage/Parking Reimbursements Log Update November 2010 Mileage Reimbursements Log - Update Effective November 1st, 2010 All mileage reimbursements must be supported with an approved Mileage/Parking Log found on the Financial Affairs website: /financialaffairs/Forms/details.cfm?form_number=109 Parking may now be included on this form Form must be approved by a department head Note: Department head is the individual who has authority to approve expenditures against the account used. Mileage Reimbursements - update Travel within local area (Bexar County) Mileage reimbursement is not allowed if: Employee is a Vice President or Dean or Salary has been adjusted to include car allowance or Employee is receiving a car allowance or provided a car; unless authorized by the President or his designee Mileage reimbursemnt is not for: Travel between UTSA campuses or leased facilities unless approved by the appropriate executive officer per HOP 4.28 Assignments to Downtown Campus Routine business lunches in the vicinity of the campus Travel within local area (Bexar County) continued: Mileage reimbursement for official university business, including attending meetings and/or training at off-site locations may be reimbursed without a Request for Travel Advance (RTA) Mileage/Parking reimbursements may be processed thru Fiscal Services Required documentation: Approved Mileage/Parking Log Form. Present to either Fiscal Services Office (Downtown or Main Campus) Travel within local area (Bexar County) continued Traveler must present photo ID at Fiscal Services Reimbursement may not exceed the established petty cash limit of $50.00 Reasons for change in Business Process: Expedites reimbursement to traveler Allows for multiple trips/parking expenses to be combined into one form Helps reduces administrative cost associated; since generally these cost are less than $25.00 Mileage Reimbursement for Travel outside of local area Bexar