How do I process arrangements for prospective employees?
All travel services for prospective employees can be processed through the travel section of Purchasing and Payment Services. The Request to Travel (RTT) and the Travel Voucher are required for payment processing. The RTT must include the Dept/Proj ID and the prospective employee’s name

The following procedures apply to pre-travel services:

How do I process travel to an international destination?
 

NEW - UNT International Faculty and Staff page - contains important information about International trips. Be sure to check it out.

Also, please be sure to review the UNT International Travel Data Collection and Insurance Registration Page.

Before traveling internationally you will need to complete two forms described below.

UNT International has been designated as UNT’s central collection point for international activities. UNT International requires a completed Travel Information Form prior to all international travel. That form and any questions about it may be e-mailed to Danielle Nicholson or faxed to UNT International at 940-565-7725. It may also be hand delivered by hand to Danielle Nicholson, ISB, Room 206. Information from the UNT International Travel Information Form will be collected in a database to be used for emergency contact with the traveler should the need arise while the traveler is abroad.

PPS Travel requires a completed, signed Request To Travel (RTT) Form for all travel to international destinations. This completed, signed form should be reviewed by UNT International prior to arriving in Purchasing and Payment Services. Information regarding where to send this form for UNT International approvals is listed above. Once the RTT and the UNT International travel document have been reviewed by UNT International, a travel information packet will be provided to the traveler.

The RTT can be completed by typing directly into the form. If you are preparing the form but are not the traveler, please put your name along with your department name in the “requested by” section at the bottom of the form. Once complete, print the form using the printer icon at the top of the display.

The completed hard copy of the RTT must be signed and dated by both the traveler (in the “requested by” section) and the traveler’s deptID/projID holder(s) (in the block below the “requested by” section). If using more than one deptID/projID, please have ALL account holders sign and date the RTT.

Once completed and signed, send the RTT to UNT International as instructed above.

UNT International will review the RTT and:

Sign off that the RTT was presented to UNT International for insurance purposes.

Provide you with insurance related documents. Information on insurance from the UNT International site. 

Return the completed, signed, UNT International-reviewed RTT to you. You will then be responsible for sending the RTT to Purchasing and Payment Services for processing.

How do I log cash transactions into SDOL?

Click HERE for a Quick Step Sheet that will guide you through logging cash transactions into SDOL.

How do I print a transaction summary in SDOL?

Click HERE for a Quick Step Sheet that will guide you through printing an account summary in SDOL.

What should I know about baggage fees for airlines?

As of June 15, 2008, American Airlines began charging $15.00 each way for the first checked bag, $25.00 each way for the second checked bag and $100.00 each way for the third checked bag. There is still no charge in regards to their carry-on policy which is 'one personal item (such as a purse or laptop bag) plus one bag.' State contract rates with American Airlines include the cost of one checked bag. Employees with tickets purchased under the state contract must verify they are not assessed an additional fee at the check in process.

On July 9, 2008, US Airways will adopt a similar checked baggage policy.

Click here to see current baggage fees for Delta and Northwest Airlines.

On August 18, 2008 United Airlines began charging $15.00 each way for the first checked bag. A $50.00 fee for the second checked bag is effective on tickets bought starting Tuesday, September 16, 2008 for travel on or after Nov. 10, 2008. (This fee does not apply to international flights.) A fee of $25.00 applies for the second checked bag on airfares that were purchased on or after June 13, 2008 but before Tuesday, September 16, 2008.

Southwest Airlines still allows two pieces of checked baggage, under 50 lbs for no charge.

Northwest, Continental and Delta Airlines allow one pieces of checked baggage, under 50 lbs for no charge.

Employees must retain receipts from payment of checked bags. If local funds are used for travel, UNT Travel will reimburse University travelers for the first checked bag. The Deptid/Projid Holder will need to approve reimbursement for a second checked bag on the travel voucher. An explanation of the benefit to the University (ie: presentation equipment, research supplies, length of travel) will be required before any reimbursement will be processed for a third checked bag. If state funds are used the second and third checked bag is not reimbursable unless the additional bags contained state-owned equipment.

Please contact UNT Travel at 565-3200 for assistance as needed.

Is UNT exempt from paying all state hotel taxes?

Please remember that UNT is only exempted from paying this tax for hotels in Texas. UNT is required to pay this tax when the hotel stay occurs in any other state in the U.S. other than Texas. If the hotel was outside Texas, please include the state hotel taxes as an expense when preparing travel vouchers. If the stay was in Texas the tax should not appear on the hotel bill at all provided a Texas State Occupancy Tax Exemption Certificate was presented by the traveler at check-in time. Travelers can even have the hotel clerk log in to the Travel Forms page at http://pps.unt.edu to print a copy of that form at check-in time.

Can I receive my payments from PPS directly to my bank account?

Yes! Purchasing and Payment Services can deposit your payments directly into your bank account by means of an Electronic Funds Transfer. Electing to receive payments by EFT provides several benefits:

It eliminates both the time needed to mail your payment to you and the risk of sending checks through the U. S. Postal Service.

Since Travelers must produce photo identification in order to pick up travel checks from PPS (effective September 2, 2008), receiving payments by EFT eliminates the inconvenience of fitting a trip to the University Services Building into your daily schedule.

Receiving payments by EFT also eliminates the inconvenience of having to schedule time to deposit a physical check into your bank.

PPS does NOT use the same EFT system as the Human Resources Compensation (“Payroll”) office. Receiving your Payroll check by EFT does not necessarily mean you are set up to receive PPS’ payments by EFT. To receive payments from PPS by EFT, you’ll need to fill out the EFT Agreement Form. Instructions for completing and routing this form are located on the form.

Because PPS uses a different EFT system than Human Resources, you may elect to receive payments to a different bank account than the one set up for your Payroll payments.

You must attach a voided check for the bank account which you wish to designate as the destination for your payments.

Please do NOT send your application and voided check through intercampus mail. Those items contain sensitive financial information and should only be delivered in person or by the U. S. Postal Service. (See the EFT form for more information.)

Implementation of your EFT request requires Purchasing and Payment Services to electronically confirm your banking information, which may take a week or more. Therefore EFT applications should be submitted as early as possible in order to process your next payment as an EFT.

Be advised that all your future payments from PPS (both through the Travel and eProcurement systems) will be made by EFT. Once you elect to be paid by EFT, Purchasing and Payment Services does not have the ability to cut a physical check in your name without first canceling your EFT service.

In order to cancel your EFT service you must complete another EFT Agreement Form. The cancelation option is located at the bottom of the form.

If you choose to close the bank account you’ve designated for EFT payments, you must cancel your EFT service to the old financial institution using the EFT Agreement Form (Failure to do so can result in the holding of your funds by your former banking institution.) Then, to establish EFT payments to your new banking institution, you must complete another EFT Agreement Form. NOTE: A change in banking information will require that Purchasing and Payment Services electronically confirm your new banking information, which may take a week or more. Therefore changes in banking information should be submitted as early as possible in order to process your next payment as an EFT to your new banking institution.

With each EFT payment you receive an e-mail will be sent to an address you specify on the EFT Agreement Form noting the amount and the purpose of the payment. (Make sure to adjust the junk mail/”spam” settings for your e-mail account in order to ensure receipt of those e-mails.) You will not receive a hard copy version of this information.

If fuel was purchased on a Travel Advance Card (“TAC”) does the traveler still qualify for mileage reimbursement?

The mileage reimbursement rate for a traveler’s personal vehicle is calculated based on not only the cost of the fuel used, but also an allowance for the vehicle’s insurance and depreciation (“wear and tear”). For vouchers where mileage is claimed but fuel was already paid using a TAC, PPS will simply deduct the fuel charges that were put on the TAC from the total mileage reimbursement. For example, if a traveler spends $50 on fuel using the TAC, and the full mileage reimbursement would total $70, the traveler may receive the difference of $20. This effectively reimburses the traveler for only the insurance and vehicle “wear and tear,” since the fuel was already paid for by UNT’s TAC.

How do I complete a travel voucher?

Brand new! An animated walk-through of the Travel Voucher Form! This animated walk-through of the Travel Voucher will assist you in completing the form and obtaining the proper approvals.

If you are using Microsoft Power Point 2007, click on “slide show” in the ribbon, then click on “from beginning.” If you are using an earlier version of Microsoft Power Point, click on “slide show,” then click on “view show” in the drop-down menu.