The University of Texas at Arlington

Travel using State Appropriated Funds must follow the "State of Texas Travel Allowance Guide" which is available on the Internet at the following address:

https://fmx.cpa.state.tx.us/fmx/travel/textravel/index.php

The State Travel Management Program can be accessed at the following address:

http://www.window.state.tx.us/procurement/prog/stmp/

This directory lists the state contracted rates for airfare, hotel reservations, and car rentals.

All travel using state appropriated funds (14 Accounts and some others) must follow state rules as mentioned in Section I., with one exception. The University of Texas at Arlington will retain the existing in-state Travel Rules for meals and lodging after September 1, 2009. Actual meal expenses will continue to be reimbursed up to $36 per Day, no receipts required. Actual lodging expenses will continue to be reimbursed up to $85 per Day, itemized receipts required.

If using state appropriated funds, the web site address for out-of-state meals and lodging rates is:

www.window.state.tx.us/fm/travel/out_of_state/rate_sched.html

According to the General Appropriations Act (GAA) state employees are reimbursed for actual meal and lodging expenses for out-of-state travel up to the maximum rates based on federal travel regulations. The rate schedule for out-of-state locations within the contiguous United States may be found at:

http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC

The meal and lodging rates specified in the schedule listed above are not flat per diem rates. Employees may only be reimbursed for their actual meal and lodging expenses. Reimbursement for meals and Incidental Expenses (M&IE) up to listed maximums will require a description of the expense, but no receipts are required. Maximum M&IE limits are adjusted to 75% of maximum for first and last day of travel. Reimbursement for lodging expenses up to listed maximums will require itemized receipts.

All foreign travel must be approved in advance by the Vice President for Research except for travel to Alaska, Hawaii, U.S. possessions, Canada and the United Mexican States. Employees are reimbursed for actual meal expenses for foreign travel. If meals and incidental expenses (M&IE) exceed the maximum rates based on federal travel regulations, receipts are required. The rate schedule for travel to Alaska, Hawaii, Puerto Rico, American Samoa, Guam, Midway, the Northern Marianas, U.S. Virgin Islands, Wake Island, and other possessions outside the contiguous United States may be found at:

http://www.defensetravel.dod.mil/perdiem/

The rate schedule for travel to all foreign countries including Canada and the United Mexican States outside the contiguous United States may be found at:

http://aoprals.state.gov/content.asp?content_id=184&menu_id=78

All lodging expenses will be reimbursed for all travel outside the contiguous United States. Actual lodging expenses will require itemized receipts. Refer to Fiscal Procedure 2-83, International Travel, for guidelines on currency conversion documentation required for international receipts.

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

Tips or gratuities paid in conjunction with meal expenses are not reimbursable.

When processing a travel payment voucher (VP2 or VP5), accounts beginning with 14 cannot be combined on the same payment voucher with other accounts.