Allowable Expenditures Does Not Apply to State Accounts

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Travel

Revision Date: 06 May 2014

Errors or changes to: aim@uta.edu

Procedure Objective

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.

Rationale

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.

Scope

This procedure applies to UT Arlington employees and students who are traveling for UT Arlington business.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther 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)

Contacts

If you have any questions about Procedure 2-75, Allowable Expenditures Does Not Apply to State Accounts, contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in ProcedureProcurement Services(817)-272-2194travel_help@uta.edu
http://www.uta.edu/policy/bac/travel
Website accessAdministrative Information Management(817)-272-0222aim@uta.edu
http://www.uta.edu/aim

Definitions

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 any country outside of the United States, Mexico, Canada, and U.S. Possessions.

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.

Responsibilities

The Traveler
  • 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

Procedures

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 ExpenseEligible EmployeesRequired ApprovalDollar LimitPay MethodReceipt RequiredRefer To
AirfareAll EmployeesAuthorized SignersActual ExpenseDirect with Approved AgencyNo2-81 & 2-89
First Class or Business Class AirfareNOT Allowed 2-81 & 2-89
Foreign TravelAll EmployeesAuthorized SignersActual ExpenseDirect with Approved Agency and ReimbursementYes, if over daily limits2-80, 2-86 & 2-89
Travel to Washington, DC and/or Meetings with Federal Officials on Legislative or Appropriations IssuesEmployees traveling to Washington, DC, or Employees conferring on Legislative issues with U.S. Government Staff or OfficialsAuthorized Signers and/or Registration with Office of State Federal RelationsActual ExpenseDirect with Approved Agency and ReimbursementYes, if over daily limits2-80 & 2-89
Faculty and Staff RecruitmentAccount AdministratorPrior Approval of Dean, VPActual Expense for Prospective Employee and SpouseDirect with Approved Agency and ReimbursementYes, if over daily limits2-87 & 2-89
MileageAll EmployeesAuthorized Signers$0.56 a mileReimbursementNo, Log Required2-86 & 2-89
Rental CarsAll EmployeesAuthorized SignersActual ExpenseReimbursementYes2-81 & 2-89
GasolineAll Employees in Travel Status with Rental Car or using University VehicleAuthorized SignersActual ExpenseReimbursementYes2-89
Toll ChargesAll EmployeesAuthorized SignersActual ExpenseReimbursementYes, if over daily limits or on local mileage2-86 & 2-89
TaxiAll Employees in Travel StatusAuthorized SignersActual ExpenseReimbursementYes, if over daily limits2-86 & 2-89
Conference Registration DuesAll EmployeesAuthorized SignersActual ExpenseDirect and/or ReimbursementYes2-86
Cancellation ChargesAll EmployeesAuthorized SignersActual ExpenseDirect and/or ReimbursementYes, Valid Business Reason2-86
Reimbursable Travel Time FramesAll EmployeesAuthorized SignersActual Expense arriving 24 hours prior to and/or return 24 hours after meeting or conferenceReimbursementYes, must Demonstrate Cost Effectiveness2-80
Meals in Travel Status or EntertainmentAll EmployeesAuthorized SignersActual 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 $50Reimbursement, 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 limits2-86
Sales Tax on MealsAll EmployeesAuthorized SignersActual ExpenseReimbursementYes, if over daily limits2-86
Gratuities on MealsAll EmployeesAuthorized SignersActual Expense not to exceed 20% of MealReimbursementYes, if over daily limits2-86
Alcohol (on Travel Chartfields or Grant Projects)NOT Allowed 2-86 & 2-90
Alcohol (not on Grant Projects)All EmployeesAuthorized SignersActual Expense except may not be purchased with funds generated from student tuition, fees, or state appropriationsReimbursementYes, if over daily limits2-86 & 2-90
Club DuesPresidentPresident's DesigneeActual ExpenseDirectYes4-26
Charitable DonationsNOT Allowed 4-26
Receptions, Banquet, Office PartiesAll EmployeesDepartment HeadActual ExpenseDirect or ReimbursementYes4-26
Business Meetings, Meals, Entertainment (Non Travel)All EmployeesAuthorized SignersActual 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 reimbursedYes, Official Occasion Form Required4-26
FlowersAll EmployeesAuthorized SignersActual ExpenseDirect or ReimbursementYes4-26
GiftsAll EmployeesAuthorized SignersActual Expense not to exceed $100Direct or ReimbursementYes4-26
Gift CertificatesNOT Allowed 4-26
Professional DuesAll EmployeesAuthorized SignersActual ExpenseDirect or ReimbursementYes, must Relate to Job Duties2-86 & 4-26
Tours, Golf Tickets, Sporting Events, Movies, LaundryNOT Allowed 4-26
Employee TuitionNOT Allowed 4-26
Employee Application FeesNOT Allowed 4-26
Student Tuition, Application Fees, or Other ExpensesNOT Allowed 4-26
UTA Parking DecalsNOT Allowed 4-26

Forms and Tools/Online Processes

Appendices

N/A