Travel Office Resources
To sign up for training, please visit https://www.utrgv.edu/training
Effective 4/18/2022, users may reference the SAP Concur iTravel+ Transition Guide to determine how to proceed with Travel Reimbursements, Business Expense Reimbursements and/or Credit Card Reconciliations processed prior to iTravel+ Go Live.
Guidance on how to process travel requests and expense reports can be found in the User Reference Guide
Approved Car Rental Companies
- Avis
- Budget
- Enterprise
- Hertz
- National
GSA Mileage Reimbursement Rates
- January 1, 2021 to December 31, 2021 - $0.56 cents per mile
- January 1, 2022 to June 30, 2022 - $0.585 cents per mile
- July 1, 2022 to December 31, 2022 - $0.625 cents per mile
- January 1, 2023 to December 21, 2023 - $0.655 cents per mile
Note: These rates do not apply to In Valley Mileage and/or Intercampus Mileage as the rate for these is $0.23 cents per mile.
Student Group Travel
Travel and One Card Office must be notified at travel@utrgv.edu of request for Student Group Travel 21 days prior to trip. Departments will be required to fill out the following form and provide any necessary documentation such as lodging, airfare, car rental, charter bus or other quotes or agreements.
- Student Group Travel Form [link coming soon]
If your request includes Charter Bus services, only the following companies are currently approved.
- Escamilla Tour Buses (Exp 2/5/2024)
- TheCharterBus.com/MLVE Enterprises (Exp 6/5/2023)
- Valley Transit/Greyhound (Exp 10/23/2023)
Request/Booking
SAP Concur iTravel + is a comprehensive system that supports policy compliance for UTRGV Travel, Business Expense Reimbursements and Credit Card reconciliations. It is a one stop shop for Travel reservations, requests, and expenses.
- Travel Bookings/Reservations, Travel Requests and Travel Expenses
- Business Expense Reimbursements
- Credit Card Reconciliations
SAP Concur SAP Concur iTravel + may be accessed through my.utrgv.edu applications, available to all UTRGV full-time employees
- SAP Concur iTravel + is an integrated system from Booking to Requests and Requests to Expenses
- Travel expenses are not encumbered in SAP Concur iTravel + Requests
- The U.S. General Services Administration (GSA) meal rates are integrated to SAP Concur iTravel +
- Google Maps integration for mileage calculation
- Supervisors’ approval for business trips are set up as passive approval in Travel Requests
- New roles for Request and Expense Delegates
Users can choose state rate, Travelers, or Best Available. Please do not choose Government rate.
Domestic and international travel for employees and non-employees, including students, prospective employees, consultants, and guest speakers.
In order to create a profile for a non-employee traveler, complete PaymentWorks process indicating the non-employee is an individual traveling on behalf of the University. Once the process is complete, their information will be processed, through a nightly feed for their profile to be available in for booking and expensing.
- Requests: Supervisor’s passive approval and Dean of Students/International Oversight Committee when applicable
- Expense Reports: Cost Center Manager, or alternate Cost Center Manager when the Cost Center Manager is the traveler, payee, or card holder. IT, Procurement, Assets and Supervisor when applicable.
Yes, all University sponsored, and funded business trips require an approved Travel Request prior to the trip start date. The exception is Inter-campus/Inter-valley mileage, which only require Expense Reports.
Yes, individual travel to foreign destinations may now be reserved/booked in iTravel+
iTravel+ Requests are routed to Supervisors for passive approval. When applicable they are also routed to Dean of Students and International Oversight Committee (note that approval forms must be obtained from Dean of Students Office and International Oversight Committee prior to submitting the requests indicating the approval confirmation#)
Travel assistants are required to make reservation on behalf of another traveler.
Domestic destinations require the approval from supervisors on the Travel Request and Cost Center Manager on the Expense. Other approvals such as Dean of Students, Grant Accountants and Oversight Committee may apply depending on who is traveling
International destinations require the approval from supervisors and International Oversight Committee (IOC) on the Travel Request and Cost Center Manger on the Expense. Other approvals such as Dean of Students and Grants Accountants may apply.
When travel takes you to different countries, you will need to convert foreign currency transactions to your reimbursement currency. When creating an expense in a currency other than your own, you will see additional fields that allow you to convert the amount of your transaction to your reimbursement currency. The exchange rate comes from the university approved currency converter.
Only group reservations are allowed outside of iTravel+ and they must be made through the UT Contracted Travel Agency CTP by calling 1-866-366-1142
CTP is the University's full service agency who may assist travelers with any questions. Contact 877- 727-5188 or online@ctptravelservices.com.
All users, from Assistants, Delegates, Supervisors, Special Approvers, Travelers, Card Holders, Cost Center Managers, Alternate Approvers must comply with all policies that apply to expenses processed through iTravel+ including Travel, Credit Card, and Business Expense Reimbursements
Fulltime employees will automatically be loaded into iTravel+. This access will allow fulltime employees to book travel and create/submit travel requests and expenses.
Part-time employees, students, and guests do not have access to iTravel+. If you are needing to book a travel or process and expense transaction for one of these individuals, please see flowchart below to determine how to proceed:
|
Role Name |
General Duties |
|
Traveler/Employee |
Reserve/Book own University approved business travel Create and submit own Travel Requests Create and submit own Expense Reports Assign Delegates for Request/Booking Assign Delegates for processing Expense Reports Assign Travel Arrangers for booking |
|
Approver |
· Review Travel Requests with supporting documentation as supervisor for direct report employees · Review Expense Reports, receipts, supporting documentation for funding source approval and compliance · Return expense report to Employee for correction and resubmission · Add comment(s) to expense report Approve expense report Insert additional Approver in workflow · Approve or Deny Cash Advance requests if identified as the Cash Advance approver
|
Full-time employees have access to process transactions in iTravel+ and may be assigned as delegates to other employees. Work studies are not granted access to iTravel+.
Yes, please follow the steps in the “How to Download and Set Up Concur App” Quick Reference Guide
Yes, users may have more than one Request Delegate and more than one Expense Delegate, and it is highly recommended that at a minimum two Delegates assigned.
Encumbrances are not available in SAP Concur iTravel +
iTravel+ Campuswide Go-Live date is scheduled for Monday April 18, 2022
Trainings are available through the UTRGV Training portal at www.utrgv.edu/training
No, forms for Travel Domestic, Travel Foreign, Employee Business Expense Reimbursements and Credit Card Reconciliation forms will be removed from iShop. Users will still have access to view previous expenses processed under those forms. Please review the SAP Concur iTravel+ Transition Guide for processing guidance.
All expected expenses for a business trip should be included as best estimates in the iTravel+ Request including University-Paid and Out-Of-Pocket expenses
You may review all training material that is available to end users at (utrgv.edu/Procurement), for further information contact:
- Non-employee Profile vendorrequest@utrgv.edu
- Travel Booking Travel@utrgv.edu
- Travel Requests Travel@utrgv.edu
- Travel Expenses accountspayable@utrgv.edu
- Business Expense Reimbursements accountspayable@utrgv.edu
- Credit Card Reconciliation Process procard@utrgv.edu
- Click on the "Reports Tab"
- Click on "View" followed by the "All Reports you Approved"
- First method (preferred way) through the Concur mobile App (please see “How to Download and Set Up Concur App” Quick Reference Guide)
- Second way is by scanning and attaching receipts using your workstation (you may use your Konica Minolta copier for scanning or any standard scanner
No, meal receipts are not required for trips with domestic destinations, unless the trip is being funded by a funding source the requires receipts (such as grants).
Yes, itemized receipts, under the name of the traveler and for the official travel dates are required for all trips to international destinations regardless of funding source being used.
Yes, itemized receipts are required for all expenses except for domestic meals. If the funding source requires itemized receipts, it is the responsibility of the traveler and delegate to secure the receipts and uploaded into SAP Concur iTravel + for the specific transactions.
No, the inter-campus/inter-valley mileage rate remails at $0.23 per mile
Uploaded receipts mut be legible and uploaded the SAP Concur iTravel + specific transactions in order to be eligible for reimbursement and to be in compliance with University Travel policies.
Expenses in iTravel+ may be University Paid (when an expense is paid with a OneCard (Citibank)) and Out-Of-Pocket (payable to the traveler based on the profile selection).
Non-employees, must submit receipts through email to their Request / Expense delegates as applicable.
Instructions on how to submit a travel expense report can be found in the following guide: How to - Submit a Travel Expense Report.
Current program participants of the credit card program have been grandfathered into the One Card program allowing them to process eligible travel transactions.
No, the deadlines for credit card reconciliations have changed. All ProCard reconciliation must be submitted and fully approved by the 21st of each month in order to remain compliant with the program guidelines.
To obtain a card, the credit card applicant must:
- Complete the Credit Card Intake Form
- Credit Card Program Office will review and send the application directly to the applicant for completion via DocuSign
- Once application is completed, Credit Card Program Office will assign required trainings
- Credit Card will be ordered upon completion of required trainings
iTravel+ Booking to Request Process [video] [guide]
- How to - Access iTravel+ [video] [guide]
- How to - Download Concur App on Mobile Device [video] [guide]
- How to - Enable E-Receipt Settings [video] [guide]
- How to - Assign Request and Expense Delegates [video] [guide]
- How to - Remove Request and Expense Delegates [video] [guide]
- How to - Modify Traveler Information and Settings [video] [guide]
- How to - Approve iTravel+ Requests and Expenses [video] [guide]
- How to - Submit a Travel Expense Report [video][guide]
- How to - Submit a Travel Expense Report for Mileage [video][guide]
https://www.utrgv.edu/coronavirus/travel/index.htm
https://www.utrgv.edu/coronavirus/updates/2021-04-16/index.htm
https://www.utrgv.edu/coronavirus/
03/11/2020: How to Cancel an Itinerary
03/12/2020: FAQ due to Coronavirus Travel Cancellations
Upon logging into iTravel+, it is extrememely important that users ensure they are creating a request for the appropriate indivudial. Verify that you are acting as yourself if you are the traveler or that you are acting as someone else.
After making the selections for the traveler's reservations, complete and submit the Travel request. Note that it must be submitted in order to be routed for approval and ticketing.
