Allowable Expenditures Does Not Apply to State Accounts

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Travel

Revision Date: 03 March 2011

Errors or changes to: netsolutions@uta.edu

Procedure Objective

Procedure 2-75 contains a comprehensive chart depicting allowable expenditures for local funds. This procedure states that there is a difference between state and local funds and the other sources one may view to distinguish the difference between state travel rules and local travel rules. The chart contained in this procedure is not meant to be all-inclusive. This procedure does not apply to UT Arlington employees or students traveling for personal reasons with personal funds.

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Rationale

The account-funding source for travel determines whether the account follows UT State Travel Rules or UT Local Travel Rules. This determination is critical because the state and the local rules for travel allowances and expenditures differ. The UT local travel rules are quite extensive and can be complex. Moreover, the rules governing allowable expenditures for local funds are covered in more than one travel procedure. This procedure is to assist the traveler by condensing the rules regarding allowable expenditures for local funds. The chart contained in this procedure is not meant to be all-inclusive. Moreover, the information contained in this chart should not be considered a substitute for reviewing the content of the other travel procedures.

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Scope

This procedure applies to UT Arlington employees and students who are traveling for UT Arlington business.

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Website Address for This Procedure

http://www.uta.edu/policy/procedure/2-75

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Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and Standards Other Policies and Standards
Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80)

Travel Services (Procedure 2-81)

International Travel (Procedure 2-83)

Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86)

Travel for Persons Other Than Faculty and Staff Does Not Apply to State Accounts (Procedure 2-87)

Transportation Does Not Apply to State Accounts (Procedure 2-89)

Completing Required Documentation for Travel Reimbursements (Procedure 2-90)

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Contacts

If you have any questions about Procedure 2-75, Allowable Expenditures Does Not Apply to State Accounts, contact the following departments:

Subject Office Name Telephone Number Email/URL
All topics in Procedure Procurement Services (817)-272-2194 travel_help@uta.edu
http://www.uta.edu/policy/bac/travel
Website access Net Solutions (817)-272-0222 netsolutions@uta.edu
http://www.uta.edu/netsolutions

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Definitions

Actual Expense: Expenses that are reasonable and appropriate to the circumstance. Personal expenses are not included.

Authorized Signers: Employees authorized to approve expenditures in the *DEFINE accounting system.

CBA: CBA refers to Corporate Business Account. An account that allows University employees to travel and the invoice is billed directly to the University rather than to an employee's credit card.

International (Foreign) Travel: Travel to any country outside of the United States, Mexico, Canada, and U.S. Possessions.

Local Funds: All accounts that are not state funds accounts. Please check with the head of your department or the account administrator for specific travel or entertainment restrictions which may be placed on individual accounts within the local funds accounts.

Receipts: Receipts are written verifications of transactions usually generated by the seller.

State Funds: Accounts that are funded by state general revenue. Most state fund accounts begin with "14" and are referred to as "14 accounts". State fund accounts also appear in other numbered account series.

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Responsibilities

The Traveler

  • Understands that state funds and local funds have different travel rules

  • Follows the appropriate set of travel rules (state or local) when traveling for University business

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Procedures

Section I. State Funds vs. Local Funds

When determining travel allowances and expenditures one must determine whether their travel will follow UT State Travel Rules or UT Local Travel Rules. This determination is critical because the rules for travel allowances and expenditures differ depending on whether one is following state travel rules or local travel rules. The chart contained within this procedure summarizes allowable expenditures for local funds only. The chart does not apply to allowable expenditures for funds coming from state accounts.

For more information regarding state funds and local funds please see Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80). To determine in *DEFINE if your travel will follow state or local travel rules, please refer to Define Education's Travel Guide Policy & Procedures.

Section II. Summary Chart of Allowable Expenditures for Local Accounts (This Chart Does Not Apply To State Accounts)

Note: This list chart is not meant to be all-inclusive. For clarifications on items not listed above, please call the Office of Business Affairs and Controller at 2-2194. For travel related expenditures, contact the Travel Desk at 2-2918. All other expenditures, contact Accounts Payable at 2-2150 or 2-3404.

Type of Expense Eligible Employees Required Approval Dollar Limit Pay Method Receipt Required Refer To
Airfare All Employees Authorized Signers Actual Expense Direct with Approved Agency No 2-81 & 2-89
First Class or Business Class Airfare NOT Allowed 2-81 & 2-89
Foreign Travel All Employees Authorized Signers Actual Expense Direct with Approved Agency and Reimbursement Yes, if over daily limits 2-80, 2-86 & 2-89
Travel to Washington, DC and/or Meetings with Federal Officials on Legislative or Appropriations Issues Employees traveling to Washington, DC, or Employees conferring on Legislative issues with U.S. Government Staff or Officials Authorized Signers and/or Registration with Office of State Federal Relations Actual Expense Direct with Approved Agency and Reimbursement Yes, if over daily limits 2-80 & 2-89
Faculty and Staff Recruitment Account Administrator Prior Approval of Dean, VP Actual Expense for Prospective Employee and Spouse Direct with Approved Agency and Reimbursement Yes, if over daily limits 2-87 & 2-89
Local Mileage All Employees Authorized Signers $.51 a mile Reimbursement No, Log Required 2-86 & 2-89
Rental Cars All Employees Authorized Signers Actual Expense Reimbursement Yes 2-81 & 2-89
Gasoline All Employees in Travel Status with Rental Car or using University Vehicle Authorized Signers Actual Expense Reimbursement Yes 2-89
Toll Charges All Employees Authorized Signers Actual Expense Reimbursement Yes, if over daily limits or on local mileage 2-86 & 2-89
Taxi All Employees in Travel Status Authorized Signers Actual Expense Reimbursement Yes, if over daily limits 2-86 & 2-89
Conference Registration Dues All Employees Authorized Signers Actual Expense Direct and/or Reimbursement Yes 2-86
Cancellation Charges All Employees Authorized Signers Actual Expense Direct and/or Reimbursement Yes, Valid Business Reason 2-86
Reimbursable Travel Time Frames All Employees Authorized Signers Actual Expense arriving 24 hours prior to and/or return 24 hours after meeting or conference Reimbursement Yes, must Demonstrate Cost Effectiveness 2-80
Meals in Travel Status or Entertainment All Employees Authorized Signers Actual Expense, in the contiguous United States not to exceed $50 per person per meal, all inclusive. Sales tax and a maximum tip of 20% can be added to the $50 Reimbursement, however meals will not be reimburse when only UT Arlington employees are in attendance, when in the Metroplex. Meals on campus are excluded and will be reimbursed. Yes, if over daily limits 2-86
Sales Tax on Meals All Employees Authorized Signers Actual Expense Reimbursement Yes, if over daily limits 2-86
Gratuities on Meals All Employees Authorized Signers Actual Expense not to exceed 20% of Meal Reimbursement Yes, if over daily limits 2-86
Alcohol (on Travel Accounts or Grant Accounts) NOT Allowed 2-86 & 2-90
Alcohol (On Maintenance & Operations Accounts not in 26-xxxx-xxxx series) All Employees Authorized Signers Actual Expense except may not be purchased with funds generated from student tuition, fees, or state appropriations Reimbursement Yes, if over daily limits 2-86 & 2-90
Club Dues President President's Designee Actual Expense Direct Yes 4-26
Charitable Donations NOT Allowed 4-26
Receptions, Banquet, Office Parties All Employees Department Head Actual Expense Direct or Reimbursement Yes 4-26
Business Meetings, Meals, Entertainment (Non Travel) All Employees Authorized Signers Actual Expense in the contiguous United States not to exceed $50 per person per meal, all-inclusive. Sales tax and a maximum tip of 20% can be added to the $50. Reimbursement, however meals will not be reimbursed when only UT Arlington employees are in attendance, when in the Metroplex. Meals on campus are excluded and will be reimbursed Yes, Official Occasion Form Required 4-26
Flowers All Employees Authorized Signers Actual Expense Direct or Reimbursement Yes 4-26
Gifts All Employees Authorized Signers Actual Expense not to exceed $100 Direct or Reimbursement Yes 4-26
Gift Certificates NOT Allowed 4-26
Professional Dues All Employees Authorized Signers Actual Expense Direct or Reimbursement Yes, must Relate to Job Duties 2-86 & 4-26
Tours, Golf Tickets, Sporting Events, Movies, Laundry NOT Allowed 4-26
Employee Tuition NOT Allowed 4-26
Employee Application Fees NOT Allowed 4-26
Student Tuition, Application Fees, or Other Expenses NOT Allowed 4-26
UTA Parking Decals NOT Allowed 4-26

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Appendices

N/A

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