Texas Tech University

Texas Tech University.

Texas Tech University.

Texas Tech University.

Texas Tech University.

TRAVEL SERVICES

TRAVEL FREQUENTLY ASKED QUESTIONS

I received an e-mail stating that the Travel Office has not received a signed voucher and receipts for a Travel Voucher submitted on such and such date.

This is a courtesy reminder from the Travel Office that you need to complete the Travel Voucher process by sending the voucher into the Travel Office along with appropriate receipts. If the travel is funded by a grant account, the voucher may be in Grants & Contracts. If it is not funded by a grant and you know you sent the voucher in a few days before the date on the e-mail, please call the Travel Office.

Are there any exceptions to the rule that Texas Tech will only pay contract airfare?

The Travel Office cannot approve more than the contract airfare rate for airline reservations. There are generally NO exceptions, unless there is a really legitimate reason, and it must be submitted in a letter of justification, preferably prior to the travel. The excuse “scheduling difficulties” written in the explanation area of the on-line voucher will not be accepted without further explanation.

How do I pull up a saved unsubmitted voucher?

In order to go back in and pull up these saved vouchers, the user must select the option "View partial vouchers pending submission." However, if the user wanted to start all over on a voucher that has been saved, they have the option of selecting "Enter a new voucher" just like the first time through. This option will delete any saved voucher information that may exist for that particular trip.

If I don’t spend the $30 for my meal, can I use the excess on my lodging?

Yes, when meal expense is not used it can be rolled over to increase the lodging cap.

I seldom fill out a Travel Application and Voucher. Is there any on-line help for me?

Yes, in the TTU OP 70.04 Volume III, Attachment A, there is step by step instructions on how to fill out an on-line Travel Application and an on-line Travel Voucher.

What happens if the trip gets cancelled? Do I have to do anything?

That depends on whether or not there were any non-refundable charges, such as registration fees or fees to the travel agent. If there were any non-refundable charges, you will need to file a voucher. Be sure to list the reason why the trip was cancelled. If the charges were refundable, you will only need to cancel the Travel Application.

To cancel the Travel Application:

Go to the Travel website.

Click on "Application" on the left side of the screen.

Type in your eRaider User ID and Password and press the Submit button.

Click on “Cancel an Application.”

Click on the Application Number that you want to delete.

Scroll down and click on the “Cancel this Application” button.

If you cannot cancel the application, there is probably a transportation request (TR) or advance for that trip that has been processed.

Call the Travel Office for further assistance.

One of our employees received a cash advance, but now the trip has been cancelled. What do we do?

If there are any non-refundable charges that need to be reimbursed, such as registration fees or travel agent fees, file the Travel Voucher for the items that need to be reimbursed. If the cash advance was more than these charges, the traveler must attach a check to the “TTU Cash Advance Fund” for the difference. If there were no charges for which the employee needs to be reimbursed, print a copy of the application, write “Cancel” across the application, and attach a check for the amount of the cash advance. The Travel Office will clear the advance and cancel the application.

What happens if I submit the same Travel Application twice?

You must delete one of the Travel Applications. See how to delete a Travel Application above.

What if I stay at a Hotel that is going to be over the contract rate?

You will have to have another account such as a local or grant account to pick up the overage. Note: when you fill out the Travel Application, put the state account first with the amount of money that you anticipate spending and the local or grant account on the second line. For the dollar amount, put at least $1.00. When you are completing the Travel Voucher, you can put the state allowed expenditures in the state account and the overage in the other account by clicking on the box that says “Exceed locality rate on local accounts."

What happens if I only put the state account in the Travel Application and there is an overage that can be taken out of one of our local or grant accounts?

You will have to cancel the Travel Application and resubmit it. The new Travel Application must include the state account and the other account that will be used for the overage.

Are there any Travel Vouchers that must go to the Grants & Contract Department before they are sent to the Travel Department?

Yes, grant accounts numbered 1300-1502, 0200-0212, 0215-0218 must come to Grants & Contracts Accounting first with all of the paperwork. Once reviewed, it will be forwarded to the Travel Department.

How often should local travel be processed with a Travel Application?

Every 30 to 90 days, local travel should be turned in on a Travel Application. The reason is that the travel is fairly recent, in case there are questions. Also, there may be funding problems for older travel or travel that crosses more than one fiscal year.

Who should sign the completed voucher?

The voucher must be signed by the traveler and his/or her supervisor. The department may choose to require the account manager’s signature in addition to the supervisor’s signature.

What approvals are required for travel?

If the destination is within the 48 continental United States , the travel must be approved by the traveler’s supervisor.
If the travel is outside the 48 continental United States , the traveler must obtain the Provost’s approval prior to departure, no matter how the trip is funded.
If the travel is outside the U.S. , Canada or Mexico and the trip is funded in any part from a state account, the travel must be approved in advance by the Chair of the Board of Regents.
In each of these cases, when the Provost’s and/or Chair’s approval is required, a copy of that approval is to be submitted with the voucher at the end of the trip.

What if the departmental information for the traveler is wrong?

This information is obtained from the eRaider system. The traveler needs to correct the information through that web site: https://eraider.ttu.edu. The preparer should make sure his/her own information is correct, too, including the telephone number, with their extension number, in case Travel Office personnel need to contact them.

What kind of travel needs to be filed online and what can go on an RI?

All travel for employees must be filed online, as should travel for prospective employees. Transportation or lodging for prospective employees, though, may be direct billed to the department and paid on an RI. All other travel, such as travel for speakers, consultants, and prospective students, may be paid on an RI.

I can’t get the online system to let me complete the application. What should I do?

Make a note of the error message that appears on your computer screen and call the Travel Office. The most common error is that there are not enough funds or there is not an active budget line. In these cases, check with your accountant. There must be enough funds in Object Code 11 to cover the amount requested. If funds have just been moved, you will need to wait until the next business day to complete the application. Also note the fiscal year in which the trip occurs. You will not be able to enter applications for the next fiscal year until the budget lines for that year have been established.

How do I handle hotel deposits?

Hotel deposits can either be placed on the traveler’s state travel card or paid with an RI. If charged to the travel card, the traveler can get an advance to cover the charge, just like paying for airline tickets in advance.

The hotel charged one rate for some days and another rate for other days. How do I handle this?

When the voucher asks for the number of hotels, enter the number of different rates. Complete the Hotel Expense section as if each rate were at a different hotel.

The traveler didn’t give me all the receipts? Can I file a supplemental voucher?

The preparer needs to make sure all reimbursable expenses are filed on the original voucher. Supplemental documents can cause problems during audits. If the amount of the error is significant, call the Travel Office for instructions on completing the supplemental voucher.

Can I purchase my airline tickets on the Internet?

You may purchase your airline tickets wherever you want. Please remember to check the contract airfare-if the cost of your tickets exceeds the contract rate, you will not be reimbursed for the excess charge.

I paid for my tickets with a personal credit card. Can I receive a cash advance when my statement comes in?

No. A cash advance is available only for advance charges placed on the state travel card. If you do not have a state travel card, you must ask for a transportation request (TR) on the application.