1. All travel using State Appropriated Funds ("14" accounts and some others) MUST use state travel rules. Those rules can be accessed using Fiscal Procedure 2-79, Using State Appropriated Funds (14 Accounts and some others).

  2. Travel using local funds (non "14 account funds) usually follow the policies set forth in the University's local fund travel rules, except when an account is specifically directed to utilize state travel rules or travel is prohibited. Account profiles may be checked in *DEFINE by using the command CA3 to determine if an account uses UT Local Rules or UT State Rules or travel is prohibited.

  3. Air travelers must use state contracted air fares when traveling on State Appropriated funds and are encouraged to do so on all source of funds. Travelers must make every attempt to secure the best fare available. Travelers must use the University's contracted travel agency, Corporate Travel Planners (CTP).

  4. First class and business class airfare is not allowed, except under very limited conditions. Any upgrade in air travel to first class or business class will require justification from a physician (licensed medical doctor). Upgrades paid from personal funds (not State Appropriated funds or local funds) are exempt from this requirement.

  5. If using state appropriated funds, international travel (does not include Alaska, Hawaii, U.S. Possessions, Canada and Mexico) must be routed to the Vice President for Research for prior approval.

  6. All Washington DC travel must follow the rules set forth in the local travel policies.

  7. An Official Occasion form must support all entertainment expenditures.

  8. All entertainment expenditures must be reasonable and benefit the University. Reimbursement for meals paid with local funds includes the following requirements:

    1. Alcohol cannot be purchased with funds generated from student tuition, fees or state appropriations.

    2. The maximum amount that will be reimbursed per person per meal will be $50, all inclusive. Sales tax and a maximum tip of 20% can be added to the $50. This applies to individuals in travel status within the contiguous United States as well as those in the Metroplex entertaining guests.

    3. 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.

  9. An individual receiving reimbursement or payment may not approve his/her own VP2 document. Individuals receiving reimbursement or payment will forward the VP2 to their supervisor for approval (to do this, enter "FYA" on the action line of the VP2) or have their supervisor's handwritten approval on the supporting paperwork.

  10. Exceptions to any of the Travel policies or procedures must be documented in writing and final approved by the Vice President for Business Affairs and Controller. Exceptions to any of the Entertainment policies or procedures must be documented in writing and final approved by the Assistant Vice President for Procurement Services. Approved exceptions do not change applicable UT Arlington policies or procedures.

In every case the department head is responsible for ensuring that all travel and charges are appropriate and support the mission of the University.