Pre-Travel
Travel processes and requirements will vary depending upon the funding source utilized to pay for the travel and the travel destination. Each traveler should generally be aware of the constraints that pertain to their travel situation prior to traveling.
Source of Funding
The chart field funding source for travel determines whether the chart field follows state appropriated travel rules or local travel rules. Cost Centers with "2xxxx" or chart field values with a Fund containing "2100 or 2110" must use travel rules specific to state appropriated funds. All other cost centers and Fund groups are required to follow travel rules for local funds.
Travel to Washington DC (State Funds)
Travel to Washington DC while using State Funds for activities that involve obtaining or spending federal funds or impacting federal policies requires notification to the Office of State-Federal Relations.
Outside Contiguous US Travel
Outside the Contiguous US travel requires additional pre-approvals if using state-appropriated funds from the Provost or Associate Vice President of Business Affairs and Controller.
All Outside US travel must be registered with On Call International. Registration with On Call International is automatically done when booking airfare arrangements using the University Contracted Travel Agencies.
International Travel to a location that has a CDC Travel Health notice Warning Level 3 - Avoid Non-Essential Travel, State Department Warning Level of 3 or higher, or other countries deemed high risk by UT System or UTA requires approval by the International Oversight Committee (IOC).
DIS-T-GL2 Pre-Travel Requirements – All Fund Types Guideline
DIS-T-GL4 Outside Contiguous United States – All Fund Types Guideline
Travel Request - Pre Travel Approval
The Travel Request (TR) is used to authorize in-state, out-of-state, and outside contiguous US travel for employees, students, and non-employees who are traveling for official University business. A TR is processed in Concur and fully approved by the immediate supervisor and/or department head to authorize business travel and source of funding. TR’s must reflect an encumbrance which is a reasonable estimate of the total cost of the trip to ensure that funds are available for reimbursement upon processing the traveler’s expense report.
Non-employee travelers must complete BF-T-F6 Non-Employee Expense Reimbursement form. Please send form to Disbursements to have a Temporary Empl ID for Travel Requests (TR) and Expense Reports (ER) to be created for reimbursement. The Temporary Empl ID will be used in place of an Empl ID (1000/6000 #) for travel-related documents. Disbursements will create a temporary profile in Concur and assign a delegate to the processing on the non-employee’s behalf.
DIS-T-GL2 Pre-Travel Requirements – All Fund Types Guideline
Travel Cash Advance
Some travel may require a Travel Cash Advance (CA). The minimum CA amount is $100, and the request must be submitted to the Office of Disbursements at least seven (7) business days before the first day of travel.
The Cash Advance must be requested at the time the Travel Request is submitted.
If the CA is reconciled after the 60th calendar days after the last day of travel, the entire amount of the cash advance is considered taxable to the traveler. If the CA is reconciled more than 120th calendar days after the last day of travel, the total amount of the CA is charged to the traveler’s department.
DIS-T-GL2 Pre-Travel Requirements – All Fund Types Guideline
Travel Card
Current University employees may apply for a University Travel Card that can be used to pay for business expenses while traveling on behalf of the University. Cardholders must adhere to all applicable procedures.
The employee requesting their first Travel Card must complete the How to Travel for the University Course before completing the Travel Card Application Form and Travel Card Agreement in SharePoint:
- Navigate to the Procurement & Payment - Disbursements SharePoint.
Note: If prompted, provide your UTA email address and password to log in to SharePoint.
- Click the “Apply for a Travel Card” link and complete the applicable sections before submitting the form:
Section 1 – Cardholder Information and Monthly Limit request
Section 2 – Department information including document processors and default chart field information.
- Cardholder Agreements will be distributed via email, signed, and stored via Adobe Sign and SharePoint once the form is processed and the card received by Disbursements.
Once the Cardholder Agreement is signed electronically, Disbursements will schedule a time with the cardholder to pick up the card.
All expenses purchased using the Travel Card require itemized receipts to support the expenses.
Travel Cards should be requested by travelers who are expected to travel frequently.
DIS-T-GL1 Travel Card – All Fund Types Guideline
Transportations
Auto Rentals
Rental Cars must be booked with one of the following five (5) UT System contracted rental car agencies:
- Avis
- Budget
- Enterprise
- National
- Hertz
Rental Vehicle vs. Mileage Reimbursement Calculator
Hertz Rates and Information
AVIS/Budget Rates and Information
Enterprise/National Rates and Information
Rates with each provider can be found above. Contracted rates include Collision Damage Waiver (CDW) insurance while traveling within the United States. UTA will not reimburse for additional insurance. If traveling internationally, the CDW is not included with the rental. Travelers must purchase it and will be reimbursed for that expense. Rental car arrangements may be made using Concur, CTP, or ATI, or directly with the car rental agency.
Travelers who use a rented motor vehicle for both personal business and official university business will only be reimbursed for the portion of the rental charge attributable to official university business. Travelers must refuel the rental car at the conclusion of university business and personal usage to ensure the fuel cost requested for reimbursement is only the fuel used for business purposes. The refueling receipt for personal use will also need to be provided as documentation and noted accordingly. If this is not done, the traveler might not be reimbursed for all fuel expenses related to car rental.
DIS-T-GL7 Transportation Options in Travel Status – All Fund Types Guideline
Airfare
Airline flight bookings must be secured through either Concur or one of the two UT System contracted travel agencies - Collegiate Travel Planners (CTP) or Anthony Travel LLC (ATI).
Concur: Login Here
Email : utmailbox@ctptravelservices.com
CTP: 1-866-366-1142 – Monday-Friday 8AM-5PM CST
1-800-441-6512 – After hours – Additional fees apply
For Concur Travel (booking) technical issues please email:
na.online@travelctm.com
ATI: 1-800-684-2044 – Monday- Friday 8AM-5:30PM CST
1-800-342-9008, VIT Code 4RRG – After hours
Email: UTTravel@anthonytravel.com
Travelers that find airfare at a savings of $100 or more outside the contracted travel agencies must obtain a cost comparison showing the exact same flight (date, time, flight number, seat class, carrier, etc.), and documentation from CTP or ATI stating they are unable to price match. The documentation must be attached to a Business Affairs Exception to obtain approval for the flight before purchase. This option is not available for international flights using a foreign carrier with Federal Funds per the Fly America Act.
Requests for travel accommodations for an upgrade from Coach/Economy due to a disability must follow Procedure HR-E-PR-19, Requesting Disability Related Workplace Accommodations. An approved accommodation from the UTA ADA Coordinator must be obtained prior to travel. Accommodations cannot be obtained retroactively.
DIS-T-GL6 Travel Agencies and Concur – All Fund Types Guideline
DIS-T-GL7 Transportation Options in Travel Status – All Fund Types Guideline
During Travel
Lodging and meal incidentals information helps a traveler know which receipts are needed and how to stay in compliance with travel regulations.
Lodging
Lodging may be obtained from various sources; however, additional constraints are dependent on the funding source.
- Local funds
- Contiguous US travel must not exceed GSA federal per diem rates for the destination location unless lodging is in conjunction with a conference or meeting.
- Documentation of conference affiliation must be attached to be reimbursed at a higher rate.
- When multiple travelers share lodging, they may combine their GSA lodging rates for each night.
- Alaska, Hawaii, U.S Territories, and Possessions (outside contiguous US) travel must not exceed Department of Defense (DOD) per diem rates for the destination location unless lodging is in conjunction with a conference or meeting.
- Documentation of conference affiliation must be attached to be reimbursed at a higher rate.
- International Travel must not exceed the US State Department Foreign Rates for the location unless lodging is in conjunction with a conference or meeting.
- Documentation of conference affiliation must be attached to be reimbursed at a higher rate.
- State Funds
The Statewide Procurement Division has awarded a contract that changes how UTA employees book lodging. Travelers at UTA using state funds are now required to use Hotel Engine to book lodging. Hotel Engine is optional when traveling using local funds.
Hotel Engine is a private hotel booking platform that connects State of Texas travelers to rates unavailable to the public and streamlines business travel management. It also offers 24/7 customer support services, a simple search and book process, and customized account management tools.
To begin using Hotel Engine, visit the Hotel Engine website. To learn more about how to use Hotel Engine, view the traveler’s guide.
Hotel Engine is only to be used for making business-related travel reservations. Usage requires a personal credit or a University Travel Card. Any personal or leisure travel is strictly prohibited. Fund codes beginning with a two indicate state funds, for example: 2XXX. Any other fund code indicates local funds.
DIS-T-GL3 Contiguous United States Travel – Local Funds Only Guideline
DIS-T-GL4 Outside Contiguous United States – All Fund Types Guideline
Travel Meals, Incidentals, and/or Miscellaneous Travel Expenses
Meal Reimbursements require an overnight stay.
Travelers should be aware of the requirements for receipts and type of expenses while traveling, which will vary based upon the source of funds, travel destination, and the total amount of expenses per day. Concur will calculate the allowable limits for meal allowances.
UTA allows per diem for meals and incidental expenses for contiguous US travel using local funds when an overnight stay has occurred. The GSA per diem tables are utilized to establish daily limits for the destination. No receipts are required. Per diems will vary depending on the first/last day departure and return times, and if meals were provided at a conference or meeting.
The Per Diem Calculator will help determine the amount allowed for meal per diems for various scenarios.
Meals paid from state funds for contiguous US travel are not flat per diem rates. Travelers are paid actuals up to the daily rate for the location outlined in TexTravel.
Travel meals incurred to Alaska, Hawaii, U.S. territories, and possessions (outside contiguous US) will utilize the DOD per diem tables to determine the maximum amount for meals that travelers can claim daily without receipts.
Travel meals incurred for international travel will utilize US State Department Foreign Rates for the location to determine the maximum amount for meals that travelers can claim daily without receipts.
Incidentals may not exceed the allotment per location based on the appropriate per diem table and funding source.
Miscellaneous Travel Expenses using local funds require receipts to be reimbursed.
DIS-T-GL3 Contiguous United States Travel – Local Funds Only Guideline
DIS-T-GL4 Outside Contiguous United States – All Fund Types Guideline
DIS-T-GL5 Travel Using State Appropriated Funds Guideline
Post Travel
Returning After Travel
- Provide receipts for processing of expense report either via the Concur app, photo, paper or scan.
- The Traveler or Delegate will create a reimbursement expense report. The delegate cannot submit the document on your behalf so they will send to the traveler a notification within Concur that the document is ready to submit.
- Once the reimbursement has been approved by Disbursements, you will receive a confirmation.
- Direct deposit payments are made available in the traveler’s account within 2-3 business days after the approval of the ER.
- Checks are mailed on Tuesdays and Thursdays via the United States Postal Service (USPS). Please allow for 7-10 business days for delivery.
- If you have any questions regarding the timeline of payment for your reimbursement, please contact travelservices@uta.edu or you can view the timeline within Concur.
Expense Reports, processed in Concur, reimburse travelers’ various business travel expenses after returning from a trip. Expense Reports must be created and submitted into workflow in good order by the 30th calendar days after the last day of travel. Documents that are returned for correction are not considered submitted until all corrections have been made. The traveler will receive reminders from Concur after the 30th calendar day to process an Expense Report.
Expense Reports that are not in good order and submitted into workflow by the 60th calendar day after the last day of travel will be taxable to the traveler.
Job Aids and Procedures Related to Post Travel
The Taxation of Travel Reimbursements
DIS-T-GL11 Travel Reimbursement – Timelines & Receipting – All Fund Types Guideline
Responsibility of the Traveler
Plan all travel to achieve maximum savings and efficiency and ensure that each travel arrangement is the lowest possible cost, considering all relevant circumstances.
- For In-State Travel - The traveler will complete a state tax exemption forms for hotel and rental car taxes. You will present this form to the front desk at the hotel or rental car agency. (This will prevent any taxes charged on your itemized bill that may cause your reimbursement to be delayed)
- Mileage Reimbursement - If you drive to the location, send an email to your Admin with map quest directions to and from the location.
- Note: If destination is more than 300 miles one way from designated headquarters and claiming mileage for personal vehicle, a cost comparison between the different modes of transportation must be completed and attached to the expense report.
The traveler is also responsible for ensuring that all reimbursements meet all UTA Travel Guidelines and are correct prior to submitting the expenses for processing.
Receipt Requirements: Departments and Funding sources may adopt stricter requirements.
| Expense |
Receipt? |
| Meals |
N |
| Lodging |
Y |
| Lodging Tax |
Y |
| Mileage |
Y |
| Taxi, mass transit |
Y |
| Train - other mode of transportation |
Y |
| Airfare |
Y |
| Rental Car |
Y |
| Incidental/Misc. Business Expenses |
N |
| Parking |
N |