Guidelines for travel and spending
Beginning June 1, 2026, guidelines for travel and spending with the University will be updated. Below is a list of guidelines and expected changes.
| Number | Name | Notes |
| DIS-T-GL1 |
Travel Card - All Fund Types | Travel cards with no activity or less than 5 Trx per calendar year will require approval by Provost/Applicable VP. |
| DIS-T-GL3 | Contiguous US Travel - Local Funds Only | 1. Employees cannot be part of a business entertainment meal, as they receive per diem. 2. Travel Cards can be used to pay for lodging of someone else, but the cardholder must be present. Shared expenses are taxable to the cardholder if they do not meet the 60-day requirement. 3. Misc. Business Travel Expenses costing $50 or more will have added receipt requirements. 4. Electric rental car charging is now a charge like gas car refueling. 5. Entertainment meals cannot be between two or more employees during non-overnight travel. 6. The Non-Overnight Mileage Detailed Report is an option to report monthly mileage in Concur. 7. When combining personal travel with business travel, travelers must obtain an approved cost comparison and a Business Affairs Exception before the trip begins. If this is not done in advance, the traveler will be required to repay the University for the portion of the airfare that corresponds to personal travel. Example: If the airfare is $500 and the trip is 5 days long, with 2 of those days for personal travel, then 40% of the trip is personal. The traveler would need to repay 40% of $500, which is $200. |
| DIS-T-GL4 | Outside Contiguous United States Travel - All Fund Types | 1. Employees cannot be part of a business entertainment meal, as they receive per diem. 2. Travel Cards can be used to pay for lodging of someone else, but the cardholder must be present. Shared expenses are taxable to the cardholder if they do not meet the 60-day requirement. 3. Misc. Business Travel Expenses costing $50 or more will have added receipt requirements. 4. When combining personal travel with business travel, travelers must obtain an approved cost comparison and a Business Affairs Exception before the trip begins. If this is not done in advance, the traveler will be required to repay the University for the portion of the airfare that corresponds to personal travel. Example: If the airfare is $500 and the trip is 5 days long, with 2 of those days for personal travel, then 40% of the trip is personal. The traveler would need to repay 40% of $500, which is $200. |
| DIS-T-GL5 | Travel Using State Appropriated Funds | Misc. Business Travel Expenses costing $50 or more will have added receipt requirements. |
| DIS-T-GL7 | Transportation Options in Travel Status - All Fund Types | Rentals arranged through CTP, ATI or Concur can be charged to a centralized charge card that will need to be expensed in Concur. |
| DIS-T-GL9 | Student Group and Organization Travel | Scope Update: This guideline is applicable only when the faculty/staff sponsor(s) travels with the student group. |
If you have any questions about these changes, contact Randall Piatkowski, Director of Disbursements, at randallp@uta.edu.