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Procurement Office Department of Administration Support Services

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Procurement Office
EUNFS 1.104
The Procurement Office staff would be happy to come visit your department in person to present any Procurement topic of interest. Please contact your Buyer if you are interested in arranging an informative session for your team. Our team is also available to meet in person at our campus offices by setting up a meeting. Feel free to email_call us for an appointment.
Email: purch@utrgv.edu
Phone: (956) 665-2161
Fax: (956) 665-2164

Quick Links

Bid Opportunities & Purchasing Transparency UTRGV PO Terms and Conditions UTRGV Bid Terms and Conditions UTRGV Terms and Conditions Change Log Procurement Office Procedures Contract Management Handbook UTRGV Expense Resource Guide UTRGV Hotel Tax Exempt Certificate (Login Required) UTRGV Texas Sales and Use Tax Exemption Certificate (Login Required) Purchasing Department SharePoint site (Login Required)

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)
  • Frequently Asked Questions
  • Quick Reference Guides
  • Forms
  • COVID19
  • Things To Remember



Request/Booking   

What is SAP Concur iTravel+?

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.     

What is SAP Concur iTravel + used for?

  • Travel Bookings/Reservations, Travel Requests and Travel Expenses
  • Business Expense Reimbursements
  • Credit Card Reconciliations

How do I access SAP Concur iTravel +?

SAP Concur SAP Concur iTravel + may be accessed through my.utrgv.edu applications, available to all UTRGV full-time employees

What are the main changes implemented with SAP Concur iTravel +?

  • 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

When booking in iTravel+, which hotel rates should be the ones selected?

Users can choose state rate, Travelers, or Best Available. Please do not choose Government rate.

What type of Travel can be booked through SAP Concur iTravel + ?

Domestic and international travel for employees and non-employees, including students, prospective employees, consultants, and guest speakers.

How do I process reservations or expenses in SAP Concur iTravel + for non-employees?

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.

What approvals are required in SAP Concur iTravel + ?

  • 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.

Are Travel Requests required in SAP Concur iTravel + ?

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.

Can reservations to international destinations be made through SAP Concur iTravel + ?

Yes, individual travel to foreign destinations may now be reserved/booked in iTravel+

What is the approval workflow for SAP Concur iTravel + Requests?

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#)

Are travel assistants required for the iTravel + booking/reservation process?

Travel assistants are required to make reservation on behalf of another traveler.

What approvals are required for domestic travel destinations?

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

What approvals are required for international travel destinations?

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.

How does the currency converter work in SAP Concur iTravel + ?

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.

Can reservations handled/processed outside of SAP Concur iTravel + ?

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 

How do I contact the University's travel agency?

CTP is the University's full service agency who may assist travelers with any questions. Contact 877- 727-5188 or online@ctptravelservices.com.

 



General
Who is required to be familiar with UTRGV Policy and Compliance?

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

How Do I Set Up a Traveler in iTravel+?

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:

How Do I Set Up a Traveler in iTravel+?

What are the roles and duties associated within iTravel + SAP Concur

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


Note: Approver cannot make any changes directly to the expense report except for adding comments and/or attaching support documentation.

Can work studies be assigned as Delegates?

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+.

Is the SAP Concur iTravel + App available on all phone platforms?

Yes, please follow the steps in the “How to Download and Set Up Concur App” Quick Reference Guide  

Can a user have more than one Delegate?

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.

Are there encumbrances in iTravel+?

Encumbrances are not available in SAP Concur iTravel +

When is the Go-Live date for iTravel+?

iTravel+ Campuswide Go-Live date is scheduled for Monday April 18, 2022

Where can I find available trainings for iTravel+ implementation?

Trainings are available through the UTRGV Training portal at www.utrgv.edu/training

Once iTravel+ is implemented, will I still be able to access the Travel forms in iShop?

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. 

What expenses should be included in an iTravel+ Travel Requests?

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

Who do I contact if I have questions regarding SAP Concur iTravel +?

You may review all training material that is available to end users at (utrgv.edu/Procurement), for further information contact:

  1. Non-employee Profile vendorrequest@utrgv.edu
  2. Travel Booking Travel@utrgv.edu
  3. Travel Requests Travel@utrgv.edu
  4. Travel Expenses accountspayable@utrgv.edu
  5. Business Expense Reimbursements accountspayable@utrgv.edu
  6. Credit Card Reconciliation Process procard@utrgv.edu

How do I find any approvals I have done in iTravel +?

  1. Click on the "Reports Tab"
  2. Click on "View" followed by the "All Reports you Approved"

how to find past approvals in itravel



Expense
How do I upload receipts to iTravel +? Files can only be uploaded in PDF, JPEG and PNG formats and may not exceed 5MB per file. There are two methods for uploading receipts in SAP Concur iTravel + ?

  • 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

Are meal receipts to domestic destinations required?

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).

Are meal receipts to international destinations required?

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.

Are itemized receipts required?

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.

Is the intercampus mileage rate changing with iTravel+?

No, the inter-campus/inter-valley mileage rate remails at $0.23 per mile

Do we need to keep receipts hard copies after a copy has been uploaded to Concur?

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.

What are the available payment types in iTravel+

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).

How does my non-employee travel provide receipts for reimbursement?

Non-employees, must submit receipts through email to their Request / Expense delegates as applicable.

How to I submit a travel expense report?

Instructions on how to submit a travel expense report can be found in the following guide: How to - Submit a Travel Expense Report.



Credit Card
My credit card is not a travel card but just a pcard, what do I have to do to use for business travel?

Current program participants of the credit card program have been grandfathered into the One Card program allowing them to process eligible travel transactions.

Are the ProCard reconciliation deadlines the same in iTravel+?

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.

How does an employee apply to participate of the Credit Card/One Card program?

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]



Car Drive/Air Cost Comparison Worksheet



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



One Stop Travel + Expense

 

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.

things to remember

 

 

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.

things to remember 2

 

 




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