Travel Workflow
Update
Disbursements & Travel Services Office
FAR Meeting
May 24, 2017
Diana Macias-Ollervidez
Assistant Controller
Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)
1
New State Requirement
 Effective January 24, 2017
State credit card must be used to purchase airfare
paid with state or federal funds
Includes CLIBA, TAC or OneCard
(From Texas Administrative Code 20.413)
Office of Financial Affairs
Disbursements & Travel Services
2
Negative Travel Encumbrances
 Since January 2017 UTSA departments have
experienced occasional, random negative
encumbrances
Appears related to when DTS “Sends Back” an
Expense Report and creator re-budget checks the
Expense Report
UT Systemwide Information Services (SIS) went to
Oracle for a solution. Solution fix expected in June
2017.
In the interim DTS will submit specific instances to SIS
to fix
Office of Financial Affairs
Disbursements & Travel Services
3
DEMONSTRATION OF
FRONT OFFICE TRAVEL DOCUMENT
STATUS QUERY
QUERY:
UTS_EXP_PND_STAT_WF_PRMPT
Office of Financial Affairs
Disbursements & Travel Services
4
Approval Options
System designed to send email approval notifications
Sometimes go to junk, quarantine or clutter
Two other alternative approval methods
Worklist – shows all approval documents
Travel and Expense – Approval Transactions – shows travel
documents pending approval
Step by Step instructions for approval methods
Online travel training
PSSC May 2017 Spotlight newsletter
Office of Financial Affairs
Disbursements & Travel Services
5
Disbursements & Travel Services
Related Training Courses:
www.Training.utsa.edu
 Strongly encourage travelers and approvers (all types)
to complete online training:
 Online – Travel Authorization Workflow (PS 0307)
 Online – Expense Report Workflow (PS 0308)
 Travel document creators should attend in-person
class if not taken since November 1, 2016
 Travel Reimburse Process course (PS 0310)
Office of Financial Affairs
Disbursements & Travel Services
6
QUESTIONS
Office of Financial Affairs
Department Name
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