Revision Date: 14 April 2015
Errors or changes to: firstname.lastname@example.org
- Procedure Objective
- Website Address for This Procedure
- Related Statutes, Policies, Requirements or Standards
- Section I. State Funds vs. Local Funds
- Section II. Summary Chart of Allowable Expenditures for Local Accounts (This Chart Does Not Apply To State Accounts)
- Forms and Tools/Online Processes
Procedure 2-75 contains a comprehensive chart depicting allowable expenditures for local funds. This procedure states that there is a difference between state and local funds and the other sources one may view to distinguish the difference between state travel rules and local travel rules. The chart contained in this procedure is not meant to be all-inclusive. This procedure does not apply to UT Arlington employees or students traveling for personal reasons with personal funds.
The chartfield-funding source for travel determines whether the chartfield follows UT State Travel Rules or UT Local Travel Rules. This determination is critical because the state and the local rules for travel allowances and expenditures differ. The UT local travel rules are quite extensive and can be complex. Moreover, the rules governing allowable expenditures for local funds are covered in more than one travel procedure. This procedure is to assist the traveler by condensing the rules regarding allowable expenditures for local funds. The chart contained in this procedure is not meant to be all-inclusive. Moreover, the information contained in this chart should not be considered a substitute for reviewing the content of the other travel procedures.
This procedure applies to UT Arlington employees and students who are traveling for UT Arlington business.
Website Address for This Procedure
Related Statutes, Policies, Requirements or Standards
|UT System Administration Policies and Standards||Other Policies and Standards|
|Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80)|
Travel Services (Procedure 2-81)
International Travel (Procedure 2-83)
Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86)
Travel for Persons Other Than Faculty and Staff Does Not Apply to State Accounts (Procedure 2-87)
Transportation Does Not Apply to State Accounts (Procedure 2-89)
Completing Required Documentation for Travel Reimbursements (Procedure 2-90)
If you have any questions about this procedure, contact the following departments:
|Subject||Office Name||Telephone Number||Email/URL|
|All topics in Procedure||Procurement Services||(817)-email@example.com|
|Website access||Administrative Information Management||(817)-firstname.lastname@example.org|
Actual Expense: Expenses that are reasonable and appropriate to the circumstance. Personal expenses are not included.
Authorized Signers: Employees authorized to approve expenditures in the UT Share financial system.
CBA: CBA refers to Corporate Business Account. An account that allows University employees to travel and the invoice is billed directly to the University rather than to an employee's credit card.
International (Foreign) Travel: Travel to, in, or from a destination that is neither in the United States, nor a U.S. Territory or Possession.
Local Funds: All chartfields that are not state funds chartfields. Please check with the head of your department or the chartfield administrator for specific travel or entertainment restrictions which may be placed on individual chartfields within the local funds chartfields.
Receipts: Receipts are written verifications of transactions usually generated by the seller.
State Funds: Accounts that are funded by state general revenue. Most state fund chartfields have a fund 21xx. State fund chartfields also appear in other numbered chartfield series.
Understands that state funds and local funds have different travel rules
Follows the appropriate set of travel rules (state or local) when traveling for University business
Section I. State Funds vs. Local Funds
When determining travel allowances and expenditures one must determine whether their travel will follow UT State Travel Rules or UT Local Travel Rules. This determination is critical because the rules for travel allowances and expenditures differ depending on whether one is following state travel rules or local travel rules. The chart contained within this procedure summarizes allowable expenditures for local funds only. The chart does not apply to allowable expenditures for funds coming from state chartfields.
For more information regarding state funds and local funds please see Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80).
Section II. Summary Chart of Allowable Expenditures for Local Accounts (This Chart Does Not Apply To State Accounts)
Note: This list chart is not meant to be all-inclusive. For clarifications on items not listed above, please call the Office of Business Affairs and Controller at 2-2194. For travel related expenditures, contact the Travel Desk at 2-2918 or 2-7100. All other expenditures, contact Accounts Payable at 2-2150 or 2-3404.
|Type of Expense||Eligible Employees||Required Approval||Dollar Limit||Pay Method||Receipt Required||Refer To|
|Airfare||All Employees||Authorized Signers||Actual Expense||Direct with Approved Agency||No||2-81 & 2-89|
|First Class or Business Class Airfare||NOT Allowed||2-81 & 2-89|
|Foreign Travel||All Employees||Authorized Signers||Actual Expense||Direct with Approved Agency and Reimbursement||Yes, if over daily limits||2-80, 2-86 & 2-89|
|Travel to Washington, DC and/or Meetings with Federal Officials on Legislative or Appropriations Issues||Employees traveling to Washington, DC, or Employees conferring on Legislative issues with U.S. Government Staff or Officials||Authorized Signers and/or Registration with Office of State Federal Relations||Actual Expense||Direct with Approved Agency and Reimbursement||Yes, if over daily limits||2-80 & 2-89|
|Faculty and Staff Recruitment||Account Administrator||Prior Approval of Dean, VP||Actual Expense for Prospective Employee and Spouse||Direct with Approved Agency and Reimbursement||Yes, if over daily limits||2-87 & 2-89|
|Mileage||All Employees||Authorized Signers||$0.575 a mile||Reimbursement||No, MapQuest or Form 2-96||2-86 & 2-89|
|Rental Cars||All Employees||Authorized Signers||Actual Expense||Reimbursement||Yes||2-81 & 2-89|
|Gasoline||All Employees in Travel Status with Rental Car or using University Vehicle||Authorized Signers||Actual Expense||Reimbursement||Yes||2-89|
|Toll Charges||All Employees||Authorized Signers||Actual Expense||Reimbursement||Yes, if over daily limits or on local mileage||2-86 & 2-89|
|Taxi||All Employees in Travel Status||Authorized Signers||Actual Expense||Reimbursement||Yes, if over daily limits||2-86 & 2-89|
|Conference Registration Dues||All Employees||Authorized Signers||Actual Expense||Direct and/or Reimbursement||Yes||2-86|
|Cancellation Charges||All Employees||Authorized Signers||Actual Expense||Direct and/or Reimbursement||Yes, Valid Business Reason||2-86|
|Reimbursable Travel Time Frames||All Employees||Authorized Signers||Actual Expense arriving 24 hours prior to and/or return 24 hours after meeting or conference||Reimbursement||Yes, must Demonstrate Cost Effectiveness||2-80|
|Meals in Travel Status or Entertainment||All Employees||Authorized Signers||Actual Expense, in the contiguous United States not to exceed $50 per person per meal, all inclusive. Sales tax and a maximum tip of 20% can be added to the $50||Reimbursement, however meals will not be reimburse when only UT Arlington employees are in attendance, when in the Metroplex. Meals on campus are excluded and will be reimbursed.||Yes, if over daily limits||2-86|
|Sales Tax on Meals||All Employees||Authorized Signers||Actual Expense||Reimbursement||Yes, if over daily limits||2-86|
|Gratuities on Meals||All Employees||Authorized Signers||Actual Expense not to exceed 20% of Meal||Reimbursement||Yes, if over daily limits||2-86|
|Alcohol (on Travel Chartfields or Grant Projects)||NOT Allowed||2-86 & 2-90|
|Alcohol (not on Grant Projects)||All Employees||Authorized Signers||Actual Expense except may not be purchased with funds generated from student tuition, fees, or state appropriations||Reimbursement||Yes, if over daily limits||2-86 & 2-90|
|Club Dues||President||President's Designee||Actual Expense||Direct||Yes||4-26|
|Charitable Donations||NOT Allowed||4-26|
|Receptions, Banquet, Office Parties||All Employees||Department Head||Actual Expense||Direct or Reimbursement||Yes||4-26|
|Business Meetings, Meals, Entertainment (Non Travel)||All Employees||Authorized Signers||Actual Expense in the contiguous United States not to exceed $50 per person per meal, all-inclusive. Sales tax and a maximum tip of 20% can be added to the $50.||Reimbursement, however meals will not be reimbursed when only UT Arlington employees are in attendance, when in the Metroplex. Meals on campus are excluded and will be reimbursed||Yes, Official Occasion Form Required||4-26|
|Flowers||All Employees||Authorized Signers||Actual Expense||Direct or Reimbursement||Yes||4-26|
|Gifts||All Employees||Authorized Signers||Actual Expense not to exceed $100||Direct or Reimbursement||Yes||4-26|
|Gift Certificates||NOT Allowed||4-26|
|Professional Dues||All Employees||Authorized Signers||Actual Expense||Direct or Reimbursement||Yes, must Relate to Job Duties||2-86 & 4-26|
|Tours, Golf Tickets, Sporting Events, Movies, Laundry||NOT Allowed||4-26|
|Employee Tuition||NOT Allowed||4-26|
|Employee Application Fees||NOT Allowed||4-26|
|Student Tuition, Application Fees, or Other Expenses||NOT Allowed||4-26|
|UTA Parking Decals||NOT Allowed||4-26|
Forms and Tools/Online Processes