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and updates regarding DEFINE, the on-line accounting system.  It is
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This message is being sent on behalf of Accounting and Business Services.
All questions should be addressed to the Travel Desk. Names and extensions
are at the bottom of this message.


>       The Travel Desk in Accounting Services would like to remind all
> travelers and Travel Voucher preparers to carefully review paperwork and
> entries for accuracy before sending for approval.  Our goal is to
> reimburse the traveler on the first check run following the receipt of the
> voucher.  Reimbursements are being delayed for the following reasons:
>
>       PROOF OF PAYMENT:
>       1.  hotel bills with no proof of payment:  all invoices must show
> the amount paid.  Express checkout shows the amount of the bill.  If it
> does not show the amount paid, it is not an acceptable invoice for
> reimbursement.
>       2.  electronic airline, hotel reservations without proof of payment.
> Be sure to print the receipt showing payment made by using the button
> available on the reservation page.  Example: View/Print Receipt.  Proof of
> payment is required for reimbursement.
>
>       VOUCHER PREPARATION:
>       1.  cover sheet not sent with voucher:  this is required for travel
> vouchers because of the signatures required
>       2.  using the wrong meal per diem rate for the location
>       3.  not FYA'ing to a higher level of authority on travel vouchers
> for Deans, Directors and Department Heads
>       4.  dates of the hotel stay don't match the hotel bill.
>       5.  "I" and "O" (in-state and out-of-state locale codes) on VP5
> listed incorrectly
>
>       GENERAL:
>       1.  sharing hotel rooms with another employee and not splitting the
> cost on each person's travel voucher.  You cannot pay another employee's
> travel expenses and be reimbursed.
>       2.  some hotels are lumping all taxes on one line on the bill, thus
> Texas Sales Tax isn't separately identified and the traveler is claiming
> the entire amount for reimbursement.  This indicates that the traveler is
> not presenting the Texas Hotel Occupancy Tax Exemption Form to the hotels.
> Please separate this tax and do not ask for reimbursement of the Texas
> Sales Tax.
>       3.  telephone calls on the hotel bill.  Only University business
> calls can be reimbursed.  If calls are to a phone number other than a
> University number, the traveler can write a short explanation to justify
> the expense to the University.
>
>       For assistance with any travel questions, please call
>       Janice Foster ext 2417, Ken Randell ext 7100 or Coleene Turner ext
> 5368
>       OR
>       refer to the Travel section of the Fiscal Regulations and Procedures
> at: http://ais.uta.edu/policy/fisregs.shtml
>
>
>

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