Accounting and Travel Services

The Accounting and Travel Services (ATS) team administers transactions on Texas A&M University accounts and Texas A&M Foundation accounts. ATS manages all Accounts Receivables, including iPayments and Marketplace transactions. They process all Accounts Payables and Purchasing transactions; such as Buy A&M (BAM) documents, Payment Card reallocations, Interdepartmental Transfers (IDT), Departmental Correction Requests (DCR), and Reductions to Expense (RTE).

The ATS team provides a wide range of support for travel-related issues. Primarily, we support departments navigating the Concur travel system for employee, student, visitor, and group travel. Using Concur we facilitate travel requests, travel arrangements, and post-trip expense reports.

ATS also provides specialized support to the Study Abroad Programs Office on faculty-led program accounting needs and to other AABS departments on group travel coordination efforts and trip accounting as needed.

Services

  • DCS Guide
  • Submit Payment Card Receipt - used to submit receipts for purchases made on the payment card to AABS for reallocation, using only one receipt per form submitted.  The form goes directly to AABS. The department approver will be asked to sign the account statement at the end of statement period. Receipts should be submitted as transactions occur throughout the month.
  • Packing Slip - used to submit packing slips for orders placed through Buy A&M on a punch-out catalog or through a purchase order. Examples includes Tejas Office Products, Alphagraphics, and some IT software/hardware orders. The form goes directly to AABS.  
  • Pay Vendor Invoice - used to submit vendor invoices to AABS for processing in Buy A&M. The form is routed to the department approver(s) for review of allocation and account(s) being used to pay.
  • Submit Interdepartmental Transfer (IDT) - used to submit copies of IDT’s to AABS that require departmental approval. The form may be initiated by AABS or the department, then route to the Department Liaison, and Department Approver. Examples include University Center & Special Events, Parking, or Employee & Organizational Development.
  • Purchase Request - used to submit approval for orders placed through PITO, office supplies and stationary orders through Aggiebuy and other items that are required to route through procurement services for approval.
  • Graduate Tuition Payment Request - used to make a payment towards a graduate assistant’s tuition and fees each semester with departmental funds.
  • Check or Cash Transmittal Form
  • VPN User Guide for Mobile Device - Android

Accounts Receivables is responsible for the submission of invoices. Internal controls are necesssary to prevent mishandling of funds to safeguard against loss. Segregation of duties is essential to prevent one individual from having responsibility for more than one component. 

Unit Meetings

The Accounting & Travel Services (ATS) team meets with unit heads and/or Department Liaisons to review reports and answer any questions upon request.

Account Management

ATS assists with the establishment or elimination of the following:

  • Department Codes
  • Sub-department Codes
  • Accounts
  • Support Accounts

ATS will help in the development of assistance sheets (“cheat sheets”) and can provide guidance in correct account usage and appropriate use of funds.

Departmental Budget Request (DBR)

DBRs are used to transfer funds between budget pools within an account or between like accounts.  Consult the List of Acceptable Transfers as a reference.

Texas A&M Foundation Transfers

A Texas A&M Foundation Expense Voucher FMO form is used to transfer funds from Foundation accounts to Texas A&M accounts.

To request a DBR or a Foundation transfer, complete the DBR Form and email it to ATS at ats@tamu.edu.

The AABS ATS team work with units to complete Phase I and Phase II of The Texas A&M University System budget process each year.

They are available throughout the year to answer budget questions.

Account Reconciliations

Accounting & Travel Services (ATS) receives statements from the Financial Accounting Management Information System (FAMIS) each month. They also access monthly statements from the Texas A&M Foundation website. ATS reconciles all of the accounts within the departmental codes AABS serves (with the exception of sponsored contract and grant accounts, which SCA reconciles). These statements are reconciled on a monthly basis.

Reports For Units

Automated balance and expense reports are emailed to unit heads on a mid-month and end-of-month basis.
 
ATS sends detailed reports to track specific initiatives on a monthly basis to those departments that request it. ATS can also process ad hoc reports as requested to assist with specialized tracking of certain programs and events.
 
If a unit holds accounts at the Texas A&M Foundation (TAMF), ATS will issue reports on a monthly basis after the period is closed by TAMF.

Unit Financial Obligation (UFO)

UFOs provide the ability to set aside funds to cover commitments for future activities. These commitments are not contracts or encumbrances, but rather internal designations to fund specific projects, initiatives, or programs.

Near the end of each fiscal year, ATS works with departments to establish UFOs using the University provided template. Identifying amounts and providing a detailed description ensures that the University Annual Financial Report is accurate and that balances are correctly reflected.

UFOs are not automatically reduced or eliminated when funds are spent. Units must contact ATS when a UFO needs to be reduced or eliminated. To request a UFO, submit a request by email to ATS at ats@tamu.edu. You may also consult the list of latest UFO Codes.