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Travel

The information provided is a resource to help serve and support the university community while providing assistance and guidance regarding current UTA travel policies and procedures. The goal is to help expedite reimbursements as quickly and accurately as possible while insuring that all State of Texas as well as UTA Procedures are followed. Please feel free to contact UTA Disbursement staff at any time.

NECESSARY INFORMATION PRIOR TO TRAVEL

Travel procedures and requirements will vary depending upon source of funding utilized to pay for the travel and the travel destination. Each traveler should generally be aware of the constraints that pertain to their travel situation prior to travelling.

Source of Funding: The chartfield funding source for travel determines whether the chartfield follows state appropriated travel rules or local travel rules. Cost Centers with “2xxxx” or chartfield values with a Fund containing “2100 or 2110” must use travel rules specific to state appropriated funds. All other cost centers and Fund groups are required to follow travel rules for local funds.

Travel to Washington DC: Travel to Washington, DC, and the use of state appropriated funds for travel, requires certain information be collected as part of the travel authorization process. Meetings with federal officials on legislative or appropriation issues also require certain information to be registered with the State of Texas.

International Travel: International travel requires additional approvals if using state appropriated funds. All international travel must be registered with International SOS (ISOS). This is automatically done when booking airfare arrangements using the University Contracted Travel Agencies.

References

Procedure BF-T-PR1 Travel Authorizations, Travel Cash Advance, Travel to Washington D.C. – Local and State Appropriated Funds
Procedure BF-T-PR2 International Travel -Local and State Appropriated Funds
Procedure BF-T-PR3 Meals, Lodging, and Miscellaneous Travel Expenses for Contiguous US Travel – Local Funds Only
Procedure BF-T-PR10 Travel Using State Appropriated Funds

GENERAL TRAVEL PROCESS

Pre-Travel

Responsibilities :
Traveler - Plan all travel to achieve maximum savings and efficiency and ensure that each travel arrangement is the lowest possible cost, considering all relevant circumstances.

Department - May adopt expense reimbursement and payment rates lower than the maximum rates. The department’s employees must be notified in writing before the lower rates are implemented. The department is solely responsible for enforcing these rates.

Travel Authorization: The travel authorization (TA) is used to authorize in-state, out-of-state, and international travel for employees, students and non-employees who are traveling for official University business. A TA is processed in UTShare and fully approved by the immediate supervisor and/or department head to authorize business travel and source of funding. TA’s must reflect an encumbrance which is a reasonable estimate of the total cost of trip to insure that funds are available for reimbursement upon processing the traveler’s expense report.

Non-employee travelers must have a Temporary Empl ID created in UTShare in order for Travel Authorizations and Expense Reports (ER) to be created for reimbursement. The Temporary Empl ID will be used in place of an Empl ID (1000/6000 #) in order to create the travel related documents.

Travel Cash Advance: Some travel may require a Travel Cash Advance (CA). The minimum CA amount is $100 and the request must be submitted to the Office of Disbursements at least seven (7) business days prior to the first day of travel. If the CA is reconciled after the 60th calendar days after the last day of travel, the entire amount of the cash advance is considered taxable to the traveler.

Airfare: Airline flight bookings must be secured through either Concur or one of the two UT System contracted travel agencies specified by UTA Corporate Travel Planners (CTP) and Anthony Travel Inc (ATI).

Concur:
https://www.concursolutions.com/UI/SSO/p00765534la

CTP: 1-866-366-1142 – Monday-Friday 8AM-5PM CST
1-800-441-6512 – After hours – Additional fees apply

ATI: 1-800-684-2044 – Monday- Friday 8AM-5:30PM CST
1-800-342-9008, VIT Code 4RRG – After hours

For travelers who find the exact airfare at a savings of $100 or more must adhere to the University’s dedicated procedure.

Auto Rentals: Rental Cars must be booked with one of the following five (5) contracted rental car agencies:

  1. Avis
  2. Budget
  3. Enterprise
  4. National
  5. Hertz

Rates with each provider are found on the left side of this website under ‘Quick Links’. Contracted rates include Collision Damage Waiver (CDW) insurance. UTA will not reimburse for additional insurance. Rental car arrangements may be made using Concur or one of the University’s Contracted Travel Agencies.

Refueling of the rental car cannot be done by the rental agency. The traveler must refuel prior to returning the rental vehicle and will be reimbursed with a valid and itemized receipt.

Travelers who use a rented motor vehicle for both personal business and official university business will only be reimbursed for the portion of the rental charge that is attributable to official university business. The refueling receipt for personal use will also need to be provided as documentation and noted accordingly. If this is not done, the traveler might not be reimbursed all fuel expenses related to car rental.

Lodging: Lodging may be obtained from a variety of sources; however there are additional constraints depending on the funding source.

References

Procedure BF-T-PR1 Travel Authorizations, Travel Cash Advance, Travel to Washington D.C. – Local and State Appropriated Funds
Procedure BF-T-PR7 Travel for Persons Other than Faculty and Staff – Does Not Apply to State Accounts
Procedure BF-T-PR8 Travel Services and Concur
Procedure BF-T-PR5 Transportation Option in Travel Status
Procedure BF-T-PR3 Meals, Lodging, and Miscellaneous Travel Expenses for Contiguous US Travel – Local Funds Only
Procedure BF-T-PR10 Travel Using State Appropriated Funds
Procedure BF-T-PR2 International Travel -Local and State Appropriated Funds

Travel Meals, Incidentals, and/or Miscellaneous Travel Expenses
Travelers should be aware of the requirements for receipts and type of expenses while they are traveling which will vary based upon the source of funds, travel destination and total amount of expenses per day.

UTA does pay per diem for meals and incidental expenses for Contiguous United States Travel using Local Funds when an overnight stay has occurred. The GSA per diem tables are utilized to establish daily limits for local funds. No receipts are required. Per diems will vary depending on the first/last day departure and return times, and if meals were provided at a conference or meeting.

The Per Diem Calculator will assist with helping determine the amount allowed for meal per diems for the different scenarios.

Meals paid from State Funds are paid actuals up to the daily rate for the location outlined in TexTravel for Contiguous US Travel. No receipts are required.

Meals incurred during international travel utilizes the DOD per diem tables to establish daily limits above which receipts will be required. All receipts are required to be converted to U.S. Dollars.

Incidentals may not exceed the allotment per location based on the appropriate rate table and funding source.

Miscellaneous Travel Expenses using Local funds require receipts in order to be reimbursed.

References

Procedure BF-T-PR3 Meals, Lodging, and Miscellaneous Travel Expenses for Contiguous US Travel – Local Funds Only
Procedure BF-T-PR10 Travel Using State Appropriated Funds
Procedure BF-T-PR2 International Travel -Local and State Appropriated Funds

Post Travel

Expense Reports, processed in UTShare, are used to reimburse travelers for various business travel expenses after their return from a trip. Expense Reports must be created and processed through workflow to the Office of Disbursements between travel end date and 30 calendar days. The Traveler will receive weekly reminders after the 30th calendar day. Expense Reports that are not ‘error free’ and fully processed through workflow by the 60th calendar day after the last day of travel will be taxable to the traveler.

References

Procedure BF-T-PR6 Travel Reimbursement -Timelines and Receipting

Complete list of UTA’s Travel Procedures:

Procedure BF-T-PR1 Travel Authorizations, Travel Cash Advance, Travel to Washington D.C. – Local and State Appropriated Funds
Procedure BF-T-PR2 International Travel -Local and State Appropriated Funds
Procedure BF-T-PR3 Meals, Lodging, and Miscellaneous Travel Expenses for Contiguous US Travel – Local Funds Only
Procedure BF-T-PR5 Transportation Option in Travel Status
Procedure BF-T-PR6 Travel Reimbursement -Timelines and Receipting
Procedure BF-T-PR7 Travel for Persons Other than Faculty and Staff – Does Not Apply to State Accounts
Procedure BF-T-PR8 Travel Services and Concur
Procedure BF-T-PR9 UTA Athletic Department Travel Procedures
Procedure BF-T-PR10 Travel Using State Appropriated Funds

ADDITIONAL TRAVEL INFORMATION RESOURCES

Travelers anticipating situations which might conflict with existing policy may petition for an exception to existing rules. Exceptions must be requested prior to the beginning of travel using the Business Affairs Exception Tracker Request menu located in UTA SharePoint

A list of all the travel forms may be found at Travel Forms.

Information on local airports may be found at Dallas Fort Worth International, and, Dallas Love Field. Learn How to Save on Travel Expenses may be helpful for cost containment ideas for your department.

Employees may also find the traveler's personal checklist useful as a review of things to remember prior to traveling.

UTA Travel News

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TSA Latest News

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Coronavirus Travel Guidance

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U.S Government Travel Alerts

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U.S. State Department and Homeland Security Resources

Tips for Trips and Study Abroad - China

 

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