The University of Texas at Arlington

Non-Overnight/Metroplex Travel Reimbursement

Metroplex mileage along with any parking or toll fees related to the metroplex trip will be reimbursed by processing an Electronic Reimbursement Voucher (VP2). Mileage will be reimbursed for travel dates effective 1/1/09 at $0.55 per mile using State Appropriated Funds and for travel dates effective 1/1/09 at $0.55 per mile using local funds.

A detailed log that supports the date of travel, origination point (headquarters), destination and total miles driven must be included with the voucher. An example of a form that could be used is Exhibit 2-96. A travel request (VE5) is not required for this type of travel.

Qualifying Conditions

In order to qualify for metroplex travel the following must apply:

1. No overnight stay.

2. No rental car or airline ticket expense to be reimbursed.

3. If longer than 6 hours, meals with original receipt may be reimbursed. Reimbursement for meals 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 as well as those in the Metroplex entertaining guests.

4. Parking fees, tolls, and other related expenses require a receipt. If a receipt is not available, a note is required stating how it was related to the business of the trip.

5. Registration fee is reimbursable on the same voucher as the related mileage. Receipt showing the traveler's name, name of the organization, date and payment received must be clearly stated on the receipt.

6. Incidental expenses while away from the University may also be reimbursed on the same voucher. Example: battery for lap top that is needed for meeting, light bulb for overhead used in meeting etc. Original receipts are required. Texas State Sales Tax is not reimbursable. A Texas Sales and Use Tax Exemption Certification (Exhibit 2-94) must be presented with each purchase.

7. Mileage to the airport is reimbursable only if not related to other travel.

Mileage Calculation

Mileage may be calculated by using the Texas Mileage Guide at www.window.state.tx.us/comptrol/texastra.html for city to city travel. Mileage between addresses (point to point calculation) may be derived from an employee's odometer reading, or, by using the mapping service MapQuest at http://www.mapquest.com. Mapping services other than MapQuest will not be accepted for point to point mileage calculations. Documentation is required for all point to point mileage calculations.