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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 Travel 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, the travel destination, the nature of business conducted while traveling, and the length of time traveling. Each traveler should generally be aware of the constraints that pertain to their travel situation prior to travelling.

The chartfield funding source for travel determines whether the chartfield follows state appropriated travel rules or local travel rules.  Reference Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80-2) for a way to determine if your funding is a state or local fund. Local Fund and State Fund rules for in-state, out-of-state, international and non-overnight travel can be found in Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86-2).

Travel to Washington DC 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. Reference Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80-2) for methods to submit the required information.

International travel requires additional approvals if using State Appropriated Funds Reference International Travel (Procedure 2-83-2) for methods to submit the required information.

General Travel Process

Pre-Travel

The Travel Authorization (TA) is used to authorize in state, out of state, and international travel for employees and students who are traveling for UT Arlington business. Employee travel requests should refer to Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80-2) for methods used to process the TA.

Non-employee travel requests should refer to Travel for Persons Other Than Faculty and Staff Does Not Apply to State Accounts (Procedure 2-87-2) for specific requirements associated with these travelers. In order for expense to be paid, the person of interest must have a Temporary Empl ID created. Please see aforementioned Procedure for complete information.

Some travel may require travel cash advances. Situations qualifying for travel cash advances and voucher processing restrictions are found in Travel Authorization and Obtain Permission to Travel (Procedure 2-80-2).

The travel authorization process requires approval from the supervisor whom the employee reports to prior to making a trip. Approvals for executive management travel are found in Travel Authorization and Obtain Permission to Travel (Procedure 2-80-2).

Airline flight bookings must be done through one of the two UT System contracted travel agencies specified by UTA. Reference Travel Services – Travel Agencies, Airfare, Car Rentals and Hotels (Procedure 2-81-2) for required information to process a booking.

Ground transportation and lodging may be obtained from a variety of sources; however there are additional constraints traveling on State Appropriated Funds. Refer to Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86-2) for State Appropriated Funds travel rules requirements for rental cars and hotels. Local Fund travel rules for rental cars and lodging may be found in Transportation Options in Travel Status (Procedure 2-89-2) and Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds(Procedure 2-86-2).

Travel

Travelers should be aware of the requirements for receipts while they are traveling which will vary based upon 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.  The GSA per diem tables are utilized to establish daily limits.  For State Appropriated Funded travel, UTA utilizes the GSA tables to establish limits for actual expenses above which receipts are required. Reference Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86-2) and Completing Required Documentation for Travel Reimbursements (Procedure 2-90-2).

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. Reference International Travel (Procedure 2-83-2) for method to submit the required information.

Post Travel

Expense Reports are used to reimburse travelers for various expenses after their return. Reference Completing Required Documentation for Travel Reimbursements (Procedure 2-90-2) and Travel for Persons Other Than Faculty and Staff Does Not Apply to State Accounts (Procedure 2-87-2) for specific requirements to prepare an Expense Report.

Additional Travel Information Resources

Travelers anticipating situations which might conflict with existing policy may petition for an exception to existing rules. Reference Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86-2) on how to request exceptions.

A list of all the travel procedures may be found at Travel Procedures Index.

A list of all the forms referenced in the travel procedures may be found in the Travel Forms/Exhibits Index.

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.

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