Changes to Travel Guidelines - Nov. 4, 2024

Wednesday, Oct 02, 2024 • Travel & Expense : Media Contact

Guideline/Policy Number

Guideline/Policy Bane

What Was Changed
BF-T-PO-01 Travel and Duty of Care Policy No Change
DIS-T-GL1 Travel Card - All Fund Types Updated Accountable plan language to match DIS-T-GL11 Timeline and Receipting.
DIS-T-GL2 Pre-Travel Requirements - All Fund Types Change in Supplemental Travel Authorization functionality and name (Supplemental Travel Request).
  • If changes in dates and/encumbrance, Travel Request must be canceled and recreated.
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    DIS-T-GL3 Contiguous US Travel - Local Funds Only
    • Receipts are not required for Misc. Business Travel Fees.
    • Non-overnight travel meals for entertainment purposes are allowed and refers to BF-PGS-PR12 for requirements.
    • Hotel proximity not accepted for reason for exceeding lodging rates Removed 3rd party booking site proof of stay requirement.
    • Expanded explanation and process when mixing business & personal travel.
    • Removed time specific proration schedules for meal per diem.
      • 75% only for first and last day of travel + meals provided.
      • Per diem meal deduction for any meals provided by a 3rd Party.
      • Meal deductions are based on dollar amounts per meal on the GSA table.
    DIS-T-GL4 Outside Contiguous United States Travel - All Fund Types
    • Meal prorations of meals and conference hotels for all fund types to match DIS-T-GL3 Contiguous US Travel Local Funds. This is to Unify processing;
      • 75% only for first and last day of travel + meals provided.
      • Per diem meal deduction for any meals provided by a 3rd Party.
    • Meal deductions are based on dollar amounts per meal on the GSA table.
    • Hotel proximity not accepted for reason for exceeding lodging rates; Removed 3rd party booking site proof of stay requirement. Expanded explanation and process when mixing business & personal travel.
    • Added Conference hotel rate requirement for Local Funds to match DIS-T-GL3 Contiguous US Travel Local Funds to allow exceed rates. Hawaii, Alaska, Other US Territories will use Department of Defense Rates.
    • All other international travel will use State Department Rates.
    DIS-T-GL5 Travel Using State Appropriated Funds
    • Receipts are not required for Misc. Business Travel Fees.
    • Updated meal rates to match DIS-T-GL3 to unify processing
      • 75% only for first and last day of travel + meals provided.
      • Per diem meal deduction for any meals provided by a 3rd Party.
    • Meal deductions are based on dollar amounts per meal on the GSA table.
    • Section added disallowing exceptions.
    DIS-T-GL6 Travel Agencies and Concur - All Fund Types No Change
    DIS-T-GL7 Transportation Options in Travel Status - All Fund Types
    • Remote Workers can be reimbursed for mileage to and from the airport nearest their remote work location.
    • Traveling to/from an airport not near their field office, will require an exception plus cost comparison.
    • Changes in mileage cost comparison to 300 miles and only needing rental car cost.
    • Explained why mileage originating and ending at an employee's residence is a taxable issue and is disallowed.
    • More detail on rental car contract requirements.
    • Removed the rental agency refueling prohibition.
    • Added 12 & 15 Passenger van language pointing to CO-CV-PR02.
    • If 2 or more days added to rental to require an approved memo to allow so no exception will be required.
    DIS-T-GL8 Non-Employee - Local Funds Only
    • Added updated Concur processing language.
    • Changed receipt requirement for Misc. Business Travel Expenses. Added language requirement for a coversheet (BF-T-F8).
    DIS-T-GL9 Student Group and Organization Travel
    • Receipts are not required for Misc. Businesss Travel Fees.
    • Updated Meal allowances to align with rest of procedures.
    • Added transportation language that is the same as DIS-T-GL7 Transportation Option in Travel Status.
    DIS-T-GL10 UTA Athletics & Campus Recreation Team Travel & Expense
    • Provided more rental car details regarding new contracts.
    • Meal and Lodging rates updated to align with rest of guidelines.
    DIS-T-GL11 Timelines & Receipting Changed accountable plan - "Travel expense reports submitted on the 61st calendar day after the last day of travel, or later, and are not 'In Good Order' by the end of the 60th calendar day, are taxable to the traveler (income and employment taxes) and the employing department. This includes travel expenses paid with a travel cash advance, paid by traveler, or paid with the UTA Travel Card." Expanded meals and lodging to show receipt requirements.