The University of Texas at Arlington

General

An employee traveling by rented or public conveyance is entitled to a transportation reimbursement equal to the actual cost of necessary transportation for performing official business. Original receipts are required for car or bus rentals.

Air Travel

Travelers are required to use the University's contracted travel agency, Corporate Travel Planners (CTP). Airfare will be charged to the Corporate Business Account (CBA) which is billed directly to the traveler's university account. If an exception is granted by the Vice President for Business Affairs and Controller to not use the University's travel agency, the following procedures will apply. Receipts for airfare, including ticketless air travel, are required. When booking airfare on line, use the view/print receipt page for proof of payment. Booking page is not a receipt. If the airline receipt is not available, proof of airline transportation will be accepted as outlined below:

• A copy of the airline ticket along with a certification statement signed by the department head explaining why the original ticket was not available.

• If neither the actual ticket nor a copy is available, then the travel agency invoice (itinerary) along with a certification statement explaining why the ticket or a copy was not available must be submitted. Also proof of payment must be shown.

• If the employee is unable to provide proof pursuant to sections 1 or 2 above, then a credit card receipt along with a certification statement explaining why the ticket or copy was not available must be submitted.

• When using electronic tickets, a fax of the itinerary showing the name of the airline, destination, class, amount and proof of payment will be accepted without a memo from the department.

In order to claim the Travel Agency Transaction Fee for reimbursement, a copy of the itinerary, as well as, the airline Passenger Receipt must be attached to the Travel Voucher (VP5). Both the airline ticket amount and the travel agency transaction fee should be combined as one total. The fee charged for changing a ticket will be reimbursed if the change was for business reasons. If the ticket was changed for personal reasons, the fee for changing the ticket is not reimbursable. The department has the responsibility to request that the employee reimburse the University for fees that were paid on behalf of the employee on the CBA if the fee would not have been reimbursed.

Personally Owned Motor Vehicle

1. An employee of the state may be reimbursed for mileage in accordance with IRS limits and state limits effective 1/1/09 at $0.55 per mile. Mileage is based on the shortest, reasonable highway distance. 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.

2. Travelers must ensure that each travel arrangement is the most cost effective considering all relevant circumstances. In cases where the mileage reimbursement exceeds the cost of an airline ticket, Travel Services reserves the right to reimburse at the lower of the two rates.

3. Reimbursement for mileage between an employee’s residence and place of employment is not allowed.

4. On a work day, mileage must begin and end at the employee's place of employment within designated headquarters, except where cost of mileage from the employee's residence is less than or equal to travel from headquarters. A statement is required on the voucher that the mileage cost is less than or equal to headquarters. During non-working hours, employees may be reimbursed for mileage from their residence to the nearest airport. If another individual drives the traveler to the airport, the traveler may claim mileage to/from the airport.

5. Except for the cost of airport parking or parking fees required for transaction of state business away from the place of employment, no additional expense incidental to the operation of such motor vehicle shall be allowed.

University Owned Vehicle

Gasoline receipts paid for personally by an employee will be reimbursed when using University owned vehicles.

Car Rental

The State Comptroller has ruled that the cost of personal accident insurance and safe trip insurance of personal effects coverage incurred in conjunction with car rentals are not a reimbursable expense. If such coverage is secured because an employee considers it to be to his advantage, the employee will not receive reimbursement for the cost. State contracted car rental rates include the Collision Damage Waiver (C.D.W.). When renting an automobile, the employee should refuse the Collision Damage Waiver Insurance, as the University will not reimburse the duplicate charge. The Texas sales tax on rent cars is reimbursable as well as sales tax on rent cars imposed by other states. The University does not authorize direct bill to the University of car rentals. A detailed receipt/contract showing all options being claimed for reimbursement and the amount paid must be attached to the Travel Voucher. Fuel charges incurred for a rent car are reimbursable to the employee with a valid receipt.

NON-CONTRACT RENTAL CAR VENDORS:

If you rent a vehicle from a non-contract rental car vendor, insurance may or may not be included in the base rental rate. Inquire at the time of rental if the contract insurance coverage is included. If it is not, you must purchase the LWD and Liability insurance. If you need to use a non-contract rental car vendor under an allowable exception, LDW and Liability insurance charges will be reimbursed by the Comptroller. Liability insurance supplement, Personal Accident insurance, Safe Trip insurance, or Personal Effects insurance are not reimbursable. (Please refer to http://www.window.state.tx.us/procurement/prog/stmp/ if any questions.)

Parking

Airport parking fees are considered to be a transportation expense, incidental to the operation of a motor vehicle. Airport parking fees will be reimbursed in addition to all other travel expenses and should be listed on the front page of the paper travel voucher under "Parking" or under "Other" on the electronic document (VP5). This applies to both in-state and out-of-state travel.

Other parking fees incurred away from the place of employment while transacting state business are also considered to be a transportation expense incidental to the operation of a motor vehicle. They should be listed on the front page of the travel voucher under "Parking" or under "Other" on the electronic document.

Parking expenses combined with other incidental expenses do not require receipts if daily totals do not exceed daily incidental expense limits (See Fiscal Procedure 2-86 for daily limits for specific locations). If actual expenses exceed these limits, they will be reimbursed, however, receipts will be required.

Taxi, Bus, Subway, Tolls, Trains, Parking Meters

These fares are reimbursable, including tips. Taxi, intra-city bus fare, subway fare, tolls, intra-city train fare, and parking meters do not require receipts if the combined daily totals do not exceed daily incidental expense limits (See Fiscal Procedure 2-86 for daily limits for specific locations). If actual expenses exceed these limits, they will be reimbursed, however, receipts will be required. Bus or train fare between cities requires a receipt.