Travel for Persons Other Than Faculty and Staff 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 2-87 provides procedural guidelines for UT Arlington prospective employees, non employees and students who are traveling for UT Arlington business with applicable laws and rules. This procedure details which forms to process for reimbursement, billing arrangements and which accounts to charge when these groups travel for UT Arlington business. In addition, this procedure explains the rules for UT Arlington prospective employees and non employees who are traveling internationally and UT Arlington students that are traveling internationally on university-sponsored trips.

Rationale

Rules and policies governing the approval and billing of travel for persons other than faculty and staff come from a variety of sources including the State of Texas Travel Regulations Act (Chapter 660 of the Texas Government Code) and the Board of Regents' Rules and Regulations. It is essential that the correct process and forms be completed for such travel and that student travel expenses can never be charged to a state account fund 21xx.

Scope

All UT Arlington prospective employees, non employees, and students who are traveling for UT Arlington business.

Website Address For This Procedure

Related Statutes, Policies, Requirements or Standards

Contacts

If you have any questions about Procedure 2-87, Travel for Persons Other Than Faculty and Staff (Does Not Apply to State Accounts), contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in procedureProcurement Services817-272-2194travel_help@uta.edu
http://www.uta.edu/policy/bac/travel
Website accessAdministrative Information Management817-272-0222aim@uta.edu
http://www.uta.edu/aim

Definitions

Local Funds: All accounts that are not State Funds accounts. Please check with the head of your department or the account administrator for specific travel or entertainment restrictions which may be placed on individual accounts within the Local Funds accounts.

State Funds: Chartfields that are funded by State general revenue. State Fund chartfields have Fund "21xx" in the chartfield. State Fund chartfields also appear in other numbered account series.

The Travel Authorization: This is used in UT Share to authorize travel for employees, prospective employees, students, and non-employees who are traveling for UT Arlington business.

Expense Report: This is used in UT Share to reimburse business travel expenses. The expense report is used to provide a detailed record of the travel expenses as well as identify the nature of the business conducted.

Responsibilities

Individual(s) and/or University Department Responsible for Travel Planning
  • Prepares a Travel Authorization prior to the travel date and an Expense Report after travel has occurred.

  • Processes an Authorization for Professional Services (Form 1-8A) via Travel Services prior to travel dates if the consultant/speaker/independent contractor is not incorporated or does not have a Federal Identification Number. It is the agreement between the traveler and the university as to the expense reimbursement.

  • Informs prospective employees, consultant, speaker, and independent contractor in advance that telephone charges, movies, room service and other miscellaneous charges are not reimbursable by the University.

Students or University Employees Traveling for University Business
  • Obtain approval from the UT Arlington International Oversight Committee before traveling to any country listed on the U.S. State Department Travel Warning list.

  • Obtain International SOS registration prior to traveling internationally.

Travel Services
  • Reviews all submitted travel expense reports, APS forms (required for independent contractors, consultants) and receipts to insure the travel expenses are in accordance with University travel policy.

University Faculty/Staff Member Responsible for Student Group Travel/Team Travel
  • Includes all receipts from the trip.

Procedures

 

Section I. Prospective Employees

Travel reimbursements for prospective employees are processed on an expense report. The department should prepare a Travel Authorization prior to the travel date and an expense report after travel has occurred. An Authorization for Professional Service (APS) is not required. Prospective Employees are required to follow guidelines for Employee Expense reports.

Section II. Consultant/Speaker/Independent Contractor

If the Consultant/Speaker/Independent Contractor is not incorporated or does not have a Federal Identification Number, the department must process an Authorization for Professional Services (Form 1-8A) via Travel Services prior to travel dates, even if travel is the only reimbursement. If they are incorporated, an APS is not required. If the consultant travel is a mileage only reimbursement, an APS form is not required.

Section III. International Travel for Prospective Employees/Consultant/Speaker/Independent Contractor

Prospective employees, consultants, speakers and independent contractors do not have to seek approval from the UT Arlington International Oversight Committee (IOC) when traveling to countries where a travel warning has been issued by the U.S. Department of State. Moreover, prospective employees, consultants, speakers and independent contractors do not have to register with International SOS when traveling internationally.

Section IV. Expense Processing for Prospective Employees/Consultant/Speaker/Independent Contractor
  1. A Travel Authorization should now be created for Consultant/Speaker/Independent Contractor.

  2. The department must arrange for the hotel bill to be direct billed to the department. Telephone charges, movies, room service and other miscellaneous charges are not reimbursable by the University. The traveler and the hotel should be informed of these restrictions in advance by the department making the arrangements. When the direct billed invoice is received from the hotel, the department will process a payment voucher and attach the invoice to the payment voucher.

  3. The department may arrange for the airline ticket to be direct billed to the University by use of the CBA (Corporate Business Account) through the University authorized travel agency, when there is a benefit to the University for travel. The travel agency is contacted and airfare booked by providing the Travel Authorization number. Campus departments will need to retain the eInvoice from the travel agency to record it on an expense report for any direct billed airfare. Exception: International consultant payments must be processed through the Payroll Office.

  4. Upon completion of travel, an Expense Report should be processed. Attach all receipts to the APS form (if required) and attach to the expense report. Travel Services will review to insure the expenses are in accordance with University travel policy.
Section V. Student Group Travel/Team Travel

Regulations for Student Group Travel follow local travel rules for Faculty and Staff. Student travel expenses can NEVER be charged to a state chartfield fund 21xx.

  1. When a faculty or staff member takes students on a trip, the benefit to the University must be clearly stated on the Travel Authorization. The student expenses may be included in the encumbered amount on the Travel Authorization of the sponsoring faculty member. The names of all students must be included on the Travel Authorization in the COMMENTS section of the Travel Authorization, or as an attachment to the expense report.

  2. A Travel Authorization is required prior to making travel arrangements. An Expense Report (is needed for each faculty or staff member traveling. Student expenses may be included on the expense report of the sponsoring faculty member that accompanies the students on the trip. The faculty/staff member responsible for this travel is responsible for including ALL receipts for the trip.
  3. Students who are traveling internationally on university-sponsored trips must obtain approval from the UT Arlington International Oversight Committee (IOC) before traveling to any country listed on the U.S. State Department Travel Warning list. Moreover, programs or travel in progress when a travel warning is issued will be evaluated by the UT Arlington IOC to determine whether the threat is imminent and if students should be recalled. Last, students traveling internationally on university-sponsored trips must register with International SOS. For more information about the International Oversight Committee and registration with International SOS please see International Travel (Procedure 2-83)

  4. A Cash Advance is permissible on student group travel up to the amount on the Travel Authorization minus any direct payments made (i.e. airfare charged to the CBA account). Reminder: Repayment of advances or an Expense Report accounting for the use of funds is due within 15 days upon return from travel.
  5. Direct payment for room and room tax can be processed to pre-pay the hotel. When foreign travel is involved documentation from the hotel is required. Any cancellation or penalty fees must be taken into consideration before arrangements are made. Reminder: Pre-paid expenses should not be claimed on the Expense Report for reimbursement. However, receipts pertaining to the pre-pay should be obtained while in travel status and sent to Travel with notation that this is the receipt for the pre-paid expense. These receipts will be attached to the original voucher that authorized the direct payment
  6. Original receipts are required for all expenses claimed for reimbursement. This rule also applies to meals whenever student group travel is involved. When this is not feasible, a signed acknowledgement from each student specifying the date and amount given them is considered acceptable for documentation purposes.

  7. Attending special events is a reimbursable expense only when there is a stated benefit to the University for such expenditures. Entertainment costs are not considered as a benefit and therefore would not be reimbursable.

Forms and Tools/Online Processes

Authorization for Professional Services (Form 1-8A)

Business Affairs Training UPK's

Appendices

None