For state and local-funded travel, the Travel Request must include the following information:

1. Save this file as "Template Travel Request" to your computer. You will use this file to create travel requests for your department.



2. On the travel request form (in Excel), type a travel request number in this format: Last Name of Traveler-Destination-First Day of Travel. Example: Jones-Austin-03-02-02



3. Type business unit (00730 or 00783).



4. Type name of traveler.



5. Type Social Security Number of traveler.



6. Type phone number of traveler.



7. Type name of department contact.



8. Type campus mailcode of contact.



9. Type phone number of contact.



10. Check appropriate classification of traveler.



11. Type departure city/state/country.



12. Type destination city/state/country.



13. Type departure date.



14. Type return date.



15. Type estimated amount of travel expenditures for direct-billed and reimbursed expenses using local and/or state funds.



16. Type the speed type, account, and cost centers to be charged.



17. Type percentage or amount to be paid by non-UH third party.



18. Check appropriate box if travel request is for employee insurance purposes only (i.e., no reimbursement).



19. Enter purpose/benefit of travel to university.



20. Obtain required signatures and dates, as follows:
    
    
    Supervisor/Unit Head: required for all travelers
    Certifying Signature: required for all travelers
    Office of Contracts/Grants: only required for travel charged to a sponsored contract or grant
    Provost/Vice President: only required for travel with a foreign departure or destination other than Canada or Mexico
    Chancellor: only required for travel with a foreign departure or destination other than Canada or Mexico
    

In addition to obtaining advance approval on the Travel Request, the following procedures must be followed for travel to Washington, D.C. or the surrounding area on state-appropriated funds:

1. The Office of State-Federal Relations must be notified of (not approve) travel to Washington, D.C. no later than seven calendar days before travel begins. The responsible unit must complete the Report of State Agency Travel to Washington, D.C. at the following Internet address:http://www.osfr.state.tx.us.



2. When the information has been submitted online, a confirmation page will be created, which must be printed and attached to the Travel Request before it is routed for approval.



3. If notification is not given within seven days of departure, a letter of explanation must be faxed to the Office of State-Federal Relations at (512) 463-1984. This letter must also be attached to the Travel Request before it is routed for approval.

The following information, if applicable, must be completed on the front of the Travel Voucher for state-funded travel:

1. Agency number (i.e., 730 for UH; 783 for UH System)



2. Agency name (i.e., University of Houston or UH System)



3. Date Travel Voucher is prepared (Excel spreadsheet only, box 5; format is "MMDDYY")



4. First date of travel (box 6 on Excel spreadsheet; format is "MMDDYY")



5. Traveler (payee) name and address



6. Traveler job title (be specific)



7. Designated headquarters for traveler (i.e., Houston for most travelers)



8. Payee identification number (social security number)



9. Service Date (last date of travel - Box 16)



10. Travel Request number (Box 17 on Excel spreadsheet. Box 17 also contains the destination.)



11. Destination (city and state or city and country) (Box 17 on Excel spreadsheet. Box 17 also contains the Travel Request number.)



12. An itemization of expenses for in-state or out-of-state travel, whether paid by the traveler or directly billed to the university.



13. The following items must be subtracted from total travel expenses:



1. Expenses billed centrally to the university.



2. Travel advances.



3. Expenses paid on a local Travel Voucher.



4. Other expenses that will not be reimbursed due to departmental discretion.



14. The original signature and date of the following people:



1. Traveler (including prospective employees)



2. Supervisor (In case of prospective employee, the department head must sign as a supervisor)



3. Certifying signatory (box 22 on Excel spreadsheet)



15. The following information, if applicable, must be completed on the back of the Travel Voucher:



1. The date and time of departure and return from travel, if claiming meal or lodging expenses. If flying, the departure time is when a traveler is required to be at the airport to board an airplane. The return time is when the flight actually returns to designated headquarters (i.e., Houston for UH employees).



2. The amount of meal and/or lodging expenses claimed each day of travel. Each day’s expenses must be entered on a separate row in the per diem column in the in-state or out-of-state section. The sum of meal and lodging expenses for each day must be entered in the total column and that column must be totaled as well.



3. The destination, travel purpose, and benefit to the university must be noted. (On Excel spreadsheet, input in box Y.)



4. Public transportation (airfare, taxi, bus, train) must be itemized with applicable dates in the left hand column. (Box Y.)



5. Personal car mileage must be itemized point-to-point with applicable dates in the left hand column (attach a separate page, if necessary). (Box Y.)



6. The total mileage claimed must be entered in the box on the right hand side of the voucher. (Column to the right of Box Y.)



7. g. The type of mileage claimed must be entered. ("I" for instate and "O" for out-of-state)

The following information, if applicable, must be completed on the front of Travel Expense Report for local-funded travel:

1. Name of the Traveler, Travel Request Number, and Voucher ID (PeopleSoft)



2. Date of travel



3. Expenses incurred by the Traveler (in each of the categories per travel date)



4. Expenses paid by UH



5. Travel advance for the trip, if applicable



6. Any disallowed expenses



7. Net amount (due from or due to the traveler)



8. Signature of the traveler



9. Signature of the supervisor/unit head, if the total per the travel expense report exceeds the total per the travel request

If the travel extends to more than six days, the successive pages need to be used and only the last page needs to be signed. Any additional comments can be added on to a sheet at the space provided.

(Address) - Local Funds Only - Optional Form


1. Enter the date, address for departure and destination, number of miles travelled, and a description.



2. Enter the date, local parking or tolls (next to the gray cells), and a description at the bottom of the spreadsheet.



3. Use PCC 9 and account 54807 on the PeopleSoft Voucher. A Travel Request and Travel Expense Report are not required.



4. The traveler and supervisor must sign the Mileage Report or Voucher Coversheet.

(Odometer) - Local Funds Only - Optional Form


1. Enter the date, beginning and ending odometer readings, and a description. The number of miles will be calculated.



2. Enter the date, local parking or tolls (next to the gray cells), and a description at the bottom of the spreadsheet.



3. Use PCC 9 and account 54807 on the PS Voucher. A Travel Request and Travel Expense Report are not required.



4. The traveler and supervisor must sign the Mileage Report or Voucher Coversheet.

Changing the Mileage Rate to $0.345 for Mileage Incurred Prior to September 1, 2002


1. Open the Mileage Report you wish to change.



2. Navigate as follows in Excel: Tools, Protection, Unprotect Sheet.



3. Change the rate from $0.35 to $0.345 for mileage incurred prior to September 1, 2002.



4. Navigate as follows in Excel: Tools, Protection, Unprotect Sheet.



5. Select OK.



6. Save the file.

1. Log into PeopleSoft



Double-click on PS Production Launcher
Select UH-Central under Campus Location
Select Production (to create real vouchers) under Financial
Click OK

Type Operator ID
Type Password
Click OK



2. Menu Navigation



Go
Administer Procurement
Enter Voucher Information

Use
Voucher
Invoice Header Information
Add



3. Add - Voucher Dialog Box



Business Unit: 00730 (UH) or 00783 (UH System)
Click OK



4. Invoice Header Information panel



If vendor number is known, enter vendor number in Vendor field and hit Tab key (go to step 6)
If vendor number is not known and want to search by primary name, click flashlight (Vendor Lookup)



5. Vendor Search panel



Name: enter partial name of vendor (individual names are entered LastFirst--not case sensitive)
Click dog
Max Rows: enter number of rows you need to see and click dog again (if necessary)
Click checkmark of correct vendor name (i.e., remit to vendor)



6. Invoice Header Information panel



Click calculator next to Date (Date Calculation Basis)



7. Date Calculation subpanel



Invoice Receipt Date: invoice receipt date
Invoice Date: invoice date
Goods Receipt Date: goods receipt or services completed date
Acceptance Date: enter same date as goods receipt date
Click OK



8. Invoice Header Information panel



Invoice: invoice number exactly as it appears on the invoice (30 characters max)
Gross: total amount of voucher
Click Line Information and Charges panel



9. Line Information and Charges panel



Amount (Voucher Line): if more than one voucher line is needed, change amount for first voucher line
(otherwise, do not change); items to be tagged by Property Management require a separate voucher line.
Description: description of voucher line (30 characters + 50 on UHS Data Line panel)

• For assets, type a very specific description, including model number.
• For reimbursements, begin description with "REIMB".
Amount (Distribution): if using more than one cost center or account for the voucher line, change amount
Quantity: if paying for an asset, type quantity of assets (otherwise, leave blank)
Account: type or select from list by clicking on arrow (type first one or two digits of account to search)

• 1XXXX = Asset
• 2XXXX = Liability
• 3XXXX = Fund
• 4XXXX = Revenue
• 5XXXX = Expense
Fund: type or select from list
DeptID: type or select from list
Program: type or select from list (type first letter of program, A-I, to search)
Click on Projects



10. Projects Information subpanel



Project/Grant: select from list or type "NA"
Click OK



11. Line Information and Charges panel (to add another Distribution Line, if needed)



Click inside scroll bar
Press F7 or click Insert Row icon
Change appropriate information on new distribution line



12. Line Information and Charges panel (to add another Voucher Line, if needed)



Click outside scroll bar
Press F7 or click Insert Row icon
Description: enter description for Line 2
Enter distribution information (Account, Fund, etc.)



13. UHS Data Line panel (for voucher line 1)



UHS PCC: type or select from list. The most commonly used codes are as follows:

• 1 = Travel reimbursement to employee, prospective employee, or student.
Description2: enter additional description for voucher line 1 (if needed)
Click Schedule Payment – Dept Use



14. Schedule Payment – Dept Use panel



Click green diskette (Save) and note voucher ID
Bank: if using a state fund, select STATE bank (default is the local bank)
Account: if the bank is changed to STATE, change the account to TREA (DISB is the default account)
Scheduled Due Date: change to a date before the Net Due Date, if necessary
Handling: if applicable, select EN for enclosure or SH for special handling (if SH, also complete Payment Comments on Comments panel)
Check the Separate box, if needed, to generate a separate check for the voucher (very limited use)
Payee Remit To Address: select the correct remit to address that matches the invoice
Click the magnifying glass (Payment Message)



15. Payment Message and Code subpanel



Payment Message: enter a message to the vendor, if needed, to appear on local-fund check stub (30 characters max)
Payment Reason Code: select the appropriate code from the list to indicate why you are refusing or forcing interest, if necessary
Late Payment Charge: select the appropriate code from the list to refuse or force interest, if necessary (If a Payment Reason Code was selected, the Late Payment Charge must be changed to match the first letter in the Payment Reason Code.)
Click OK Push Button



16. Comments panel



Voucher Comments: type information required to explain or justify voucher

• Purpose/benefit to the university
• Additional information required for payment
Payment Comments: type a message to the UHS Treasurer’s Office

• Mail check via overnight mail (provide overnight envelope and completed form.
Click Accounting Information



17. Accounting Information panel



Accounting Date: only change the Accounting Date to the first day of the next calendar month if:

1. The voucher will not be approved before the next calendar month. AND
2. The next calendar month is open.
Click Budget Check

• If budget checking passed, click Yes to refresh the panel.
• If budget checking failed, click Yes to see why it failed, correct the problem, and click Budget Check again.

1. Addendum B is required if all of the following are true



1. Travel expenses are paid or reimbursed with state funds



2. Non-contracted travel vendors were used to obtain airfare, lodging, and/or rental car



3. The non-contracted vendor was not booked through the UH-contracted travel agency



4. An exception memo to use the non-contracted vendor, signed by the College/Division Administrator, has not been approved by the Travel Coordinator



2. Complete the following items on Addendum B



1. Traveler name



2. Travel voucher number



3. Reason for not using a contracted travel vendor (check or circle the appropriate reason)



4. Traveler’s signature and date

1. Use this form to document taxable payments or reimbursements to employees.



2. Complete the following items on the Taxable Payments or Reimbursements to UH Employees form



1. Employee’s first, middle, and last name.



2. Employee’s job title.



3. Employee’s social security number.



4. Employee’s signature and date of signature.



3. Attach form to Voucher and forward to Tax Compliance at TAX-0907.



4. Tax Compliance reviews and signs form, if appropriate, and gives a copy to Payroll to add to the employee’s taxable income.



5. Tax Compliance gives the voucher and original form to Accounts Payable to process the payment or reimbursement.

1. The requesting department should complete the following items on the Travel Advance Application



1. Name of applicant (must be a UH employee)



2. Social security number of applicant



3. Campus phone and department



4. Travel destination



5. Dates of trip (inclusive)



6. Voucher number used for travel advance



7. Travel Request number



8. Estimated travel expenses (listed by category)



9. Amount of advance requested



10. Cost center(local) to charge if travel advance is not cleared



11. Date advance is needed by (may not be earlier than 30 days before trip)



12. Signature and date of applicant



13. Signature and date of College/Division Administrator



2. The Travel Advance Application, a properly approved Purchase Voucher covering the amount of the advance, and a copy of the Travel Request should be forwarded to the university Travel Coordinator. Travelers should allow a minimum of 15 working days to process a travel advance.



3. Travel advance checks are mailed to a traveler’s home address and may be distributed no more than 30 days in advance of the trip.



4. Accounting for Advances



1. A Travel Voucher or a Travel Expense Report must be submitted to the university Travel Coordinator within 15 working days of return from the trip, complete with documentation and a refund of any excess advance. This is required whether the actual expenses are less than, equal to, or greater than the advance.



2. Each trip must be reported and accounted for individually.



3. Travel Vouchers (State Funds):



1. The travel advance is not deducted on the front of the Travel Voucher. The Travel Voucher is submitted requesting total allowable trip expenses, regardless of whether expenses were less than, equal to, or greater than the amount advanced. The traveler will be reimbursed for total expenses by state warrant.



2. Upon receipt of the warrant, it is the traveler’s responsibility to immediately reimburse the entire amount of the travel advance by submitting a personal check payable to the University of Houston.



4. Travel Expense Report (Local Funds):



1. The travel advance is deducted on the front of the Travel Expense Report. The Travel Expense Report is submitted requesting total allowable trip expenses, less the amount advanced.



2. If expenses were less than the amount advanced, the traveler must submit a Travel Expense Report, initiate a Journal Entry Request Form and return the difference payable to the University of Houston through the university Travel Coordinator.



3. If expenses equaled the amount advanced, a Travel Expense Report is submitted through the university Travel Coordinator for reporting purposes even though no reimbursement will be issued. A Journal Entry Request Form for travel expenses must be attached to the report.



4. If expenses were greater than the amount advanced, the university Travel Coordinator will forward the Travel Expense Report to the Accounts Payable Department for issuance of a check to the traveler for the difference.



5. Non-Compliance



1. Monthly aged reports of open travel advances will be distributed by the Travel Coordinator to the college/division administrators.



2. If any advance is not cleared within 120 days after a traveler’s return from returning a trip, the university Travel Coordinator will charge the local account number on the Travel Advance Application as authorized in the traveler’s department. The travel advance will be charged to that account as compensation to the employee and reported as taxable income to the Internal Revenue Service. The traveler will remain responsible for repayment of the advance and will be ineligible for subsequent travel advances until the prior advance is repaid or cleared.

1. In order for a person to apply for a corporate travel card, the following must be true:



1. He/she must be a benefits-eligible faculty or staff employee



2. He/she must expect to take at least three trips or spend at least $500 in travel expenses during the fiscal year



2. Qualified employees must take the following steps to complete the application process:



1. Complete a Corporate Travel Card Application:The Card application is available at the following Internet address: http://www.uh.edu/finance/Travel/Forms_instr.htm.
   
   Instructions for completing the application. For obtaining Bank One Corporate Travel Card Use Agreement, call Priya Chityala at 38707.
   
   Cardholders may not use the University of Houston as the billing address.

   Applicants may indicate one of the following credit options at the bottom of the application:
   
   

   Overall Credit Limit	Retail Spending Limit
   $2,500	None
   $5,000	$200 (default credit limit)
   $10,000	$200
   more than $10,000	$200




2. Read and sign the Corporate Travel Card Use Agreement (Addendum A).



3. Obtain the employee’s supervisor’s signature on the Card Use Agreement.



4. Obtain the college/division administrator’s signature on the Card Use Agreement.



5. Submit the Application and Agreement to the university Travel Coordinator, who will forward the application to the corporate travel card vendor, currently Bank One, for processing.



3. If the application is approved by Bank One, the following steps will be taken:



1. The corporate travel card will be mailed to the employee’s home address within two weeks.



2. The employee will activate his/her card by following the instructions included with the card.



3. If the card is not received within two weeks, the employee should inform the Travel Coordinator, who will inform the corporate travel card vendor and request another card.



4. The Travel Coordinator will forward the Card Use Agreement to Human Resources to be included in the employee’s personnel file.

1. The corporate travel card may be used to purchase the following travel-related services:
   1. Airfare
   
   
   
   2. Rental car
   
   
   
   3. Hotel room
   
   
   
   4. Meals
   
   
   
   5. Gasoline for rental car (not personal car)
   
   
   
   6. Registration fee for a conference or workshop
   
   
   
   7. Books, supplies, or other materials needed while traveling
   
   
   
   8. Parking or toll road fees
   
   
   
   9. Taxi, bus, or train fares
   
   
   
   10. Other travel expenses permitted under MAPP 04.02.01A or 4.02.01B, depending on the type of funds used to reimburse the expense
   
   
   
2. The corporate travel card may not be used for the following:



1. Expenses not related to official university travel



2. Business meals



3. Expenses for individuals other than the cardholder



4. Expenses that are not reimbursable under MAPP 04.02.01A or 04.02.01B



5. Retail charges in excess of the established limit (currently $200 per billing cycle). See the above definition of retail charges.



6. Charges in excess of the established limit of the corporate travel card



7. Cash advances (i.e., ATM withdrawals)



3. Payment of the corporate travel card
   
   

   The corporate travel card’s balance must be paid in full each month (less disputed charges) by the cardholder. Disputed charges must be documented in writing with Bank One.

Corporate travel card expenditures are reimbursed on a Travel Voucher after the trip’s completion in accordance with the requirements of MAPP 04.02.01A and 04.02.01B.

Late payment penalties and/or interest charges incurred by the cardholder will not be reimbursed by the university.

1. All requests for changes to the corporate travel card must be routed through the Travel Coordinator. Types of changes include the following:



1. Name change



2. Address change (cannot be changed to a University of Houston address)



3. Credit limit change. Requires the approval of the cardholder’s supervisor and the college/division administrator.

1. The corporate travel card may be cancelled for one of the following reasons:



1. An employee changes positions within the university and does not need the corporate travel card in his/her new position



2. An employee terminates employment with the university



3. An employee’s corporate travel card account is more than 60 days delinquent



4. An employee is suspected of misusing his/her corporate travel card



5. A corporate travel card is lost, stolen, or used by someone other than the cardholder



6. An employee no longer needs the card in his/her current position



7. The card has not been used in more than 12 months



2. The procedure for canceling a corporate travel card is as follows:



1. If the card is believed to be lost or stolen, the cardholder must immediately call Bank One to cancel the card. The Travel Coordinator must also be notified as soon as possible. The Travel Coordinator will verify that the card has been cancelled and will request a replacement card, if needed.



2. If an employee determines that he/she no longer needs the card or terminates employment with the university, the employee must call the corporate travel card vendor to cancel the card and return the cancelled card to the Travel Coordinator, who will verify that the card has been cancelled.



3. Cardholders who are more than 60 days delinquent in paying their corporate travel card or who are believed to have misused their card (i.e., used it to purposely charge non-travel or personal expenses) will be subject to the following actions:



1. The employee’s corporate travel card may be cancelled by the Travel Coordinator and/or Bank One.



2. Deliberate misuse of the card may result in additional disciplinary action, up to an including termination of employment, if the employee’s supervisor determines it is warranted.



3. The employee may appeal the decision to cancel a corporate travel card to Bank One and the appropriate UH Vice President. Both Bank One and the UH Vice President must agree to reissue the card.

1. Claiming Exemption

   University of Houston employees are exempt from the state portion of hotel occupancy taxes when traveling on official university business in Texas. The following procedures should be used to claim exemption from those taxes:

1. The employee should present a Texas Hotel Occupancy Tax Exemption Certificate to the Texas hotel or motel at the time of check-in. A blank certificate is available at the following Internet address: http://www.window.state.tx.us/taxinfo/taxforms/12-forms.html.
   
   The employee should complete the following information on the Certificate:
• Write employee’s name, sign, and date the form where indicated



2. The employee should verify that he/she is not charged for the state portion of hotel occupancy taxes (6 percent tax) at the time of checkout.



2. Claiming Reimbursement
   
   

   If the Texas hotel or motel refuses to honor the Exemption Certificate, the employee may be reimbursed for the state hotel occupancy tax as follows:

   1. The employee provides the name, address, and phone number (if available) of the Texas hotel/motel that refused the certificate.
   
   
   
   2. The employee signs the following or similar statement: "[name of hotel] refused to honor Texas Hotel Occupancy Tax Exemption Certificate on [date]."
   
   
   
   3. The employee faxes the information and signed statement to the Travel Coordinator.
   
   
   
   4. The Travel Coordinator approves the fax and faxes it back to the employee.
   
   
   
   5. The Travel Coordinator notifies the Comptroller’s Office that the Texas hotel or motel refused to honor the Exemption Certificate.
   
   

   Employees may not be reimbursed for state hotel occupancy tax if they did not properly present the Exemption Certificate to the hotel. Prospective employees and contractors are not exempt from the state hotel occupancy tax and should be reimbursed for this expense without explanation.



3. Claiming Reimbursement - Local Funds
   
   

   If the employee failed to provide the Exemption Certificate or if the certificate was not honored by the hotel, the employee can be reimbursed for the state hotel occupancy tax without explanation. Note that federal grants or contracts may not permit reimbursement of the state hotel occupancy tax when the traveler should have been exempt from paying it. (MAPP 04.02.01B VI)