Transportation Does Not Apply to State Accounts

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Travel

Revision Date: 20 December 2013

Errors or changes to: aim@uta.edu

Procedure Objective

Procedure 2-89 details what rules and processes to follow when booking transportation or seeking reimbursement for transportation when traveling on university business. The forms of transportation discussed in this procedure include: air travel, personally owned motor vehicles, university-owned vehicles, and rental cars. Also, information about fares for parking, taxi, bus, subway, tolls, trains, or parking meters is included. This procedure does not apply for any transportation when UT Arlington employees or students are traveling for personal reasons with personal funds.

Rationale

An UT Arlington employee or student traveling by rented or public conveyance is entitled to a transportation reimbursement equal to the actual cost of necessary transportation for performing official university business. Original receipts are required for car or bus rentals.

Scope

All UT Arlington employees or students using transportation when traveling for UT Arlington business.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
Texas Travel Regulations Act Chapter 660 of Texas Government Code

Texas Administrative Code, Title 34, Part 1, Chapter 5, Subchapter C, Section 5.22, State of Texas Travel Guidance

Use of University-Owned Vehicles (HOP ADM 5-303)

Motor Vehicles (Procedure 2-48)

Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86)

Travel Services (Procedure 2-81)

Contacts

If you have any questions about Procedure 2-89, Transportation 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

Actual Expense: Expenses that are reasonable and appropriate to the circumstance. Personal expenses are not included.

Personal Expenses: Expenses that benefit the employee or spender only and do not benefit the university either directly or indirectly. Also, includes inappropriate or excessive expenses that appear to be university related.

Travel Payment Voucher (VP5): This document is used in *DEFINE to reimburse business travel expenses. The VP5 document is used to provide a detailed record of the travel expenses as well as identify the nature of the business conducted.

Responsibilities

The Traveler
  • Prepares, or delegates an university employee, to prepare the Travel Payment Voucher (VP5) when seeking reimbursement for transportation costs

  • Uses the university's contracted travel agencies (unless an exception is granted by the Vice President for Business Affairs and Controller) when booking airfare for university business

  • Keeps necessary original receipts when traveling

  • Attaches necessary original receipts, itinerary, or other supporting documentation when submitting a travel voucher

  • Ensures that each travel arrangement is the most cost effective considering all relevant circumstances

Procedures


Section I. Air Travel

Travelers are required to use the university's contracted travel agencies, Corporate Travel Planners (CTP) or Anthony Travel, Inc (ATI). Airfare will be charged to the Corporate Business Account (CBA) which is billed directly to the traveler's university account. For more information about how to book airfare through these travel agencies see Travel Services (Procedure 2-81).

All airfare travel must be planned and conducted to achieve maximum economy and efficiency considering all relevant circumstances while complying with the guidelines set forth in this Procedure. The contracted travel agencies, Corporate Travel Planners (CTP) or Anthony Travel, Inc. (ATI) and approved online booking tool (Concur) will assist travelers and confirm the best possible airfare based on contracted pricing and individual travel needs.

If an exception is granted by the Vice President for Business Affairs and Controller to not use one of the university's travel agencies, the following procedures will apply. Receipts for airfare, including ticketless air travel, are required. When booking airfare online, use the view/print receipt page for proof of payment. The booking page is not a receipt. If the airline receipt is not available, proof of airline transportation will be accepted as outlined below:

  • A copy of the airline ticket along with a certification statement signed by the department head explaining why the original ticket was not available.

  • If neither the actual ticket nor a copy is available, then the travel agency invoice (itinerary) along with a certification statement explaining why the ticket or a copy was not available must be submitted. Also proof of payment must be shown.

  • If the employee is unable to provide proof pursuant to sections 1 or 2 above, then a credit card receipt along with a certification statement explaining why the ticket or copy was not available must be submitted.

  • When using electronic tickets, a fax or the itinerary showing the name of the airline, destination, class, amount and proof of payment will be accepted without a memo from the department.

In order to claim the Travel Agency Transaction Fee for reimbursement, a copy of the itinerary, as well as, the airline passenger receipt must be attached to the Travel Voucher (VP5). Both the airline ticket amount and the travel agency transaction fee should be combined as one total. The fee charged for changing a ticket will be reimbursed if the change was for business reasons. If the ticket was changed for personal reasons, the fee for changing the ticket is not reimbursable. The department has the responsibility to request that the employee reimburse the university for fees that were paid on behalf of the employee on the CBA if the fee would not have been reimbursed.

Note: Upgrades to First or Business Class: Any upgrade in travel to business or first class will require justification from a physician (licensed medical doctor). Upgrades paid from personal funds (not State Appropriated funds or local funds) are exempt from this requirement.

Section II. Personally Owned Motor Vehicle
  1. An employee of the state may be reimbursed for mileage in accordance with IRS limits and state limits for travel dates through 12/31/2013 at $0.565 per mile, and at $0.56 per mile starting 01/01/2014. Mileage is based on the shortest, reasonable highway distance. Mileage between addresses (point to point calculation) may be derived from an employee's odometer reading, or, by using the mapping service accepted for point to point mileage calculations. The current mapping service used by the university is MapQuest at http://www.mapquest.com. Mapping services other than MapQuest will not be accepted for point to point mileage calculations. Documentation is required for all point to point mileage calculations.

  2. Travelers must ensure that each travel arrangement is the most cost effective considering all relevant circumstances. The traveler must complete and submit all documentation showing that a cost comparison analysis was done for personal vehicle mileage versus the cost of an airline ticket or rental car. Travel Services reserves the right to reimburse at the lower of the two rates.

  3. Reimbursement for mileage between an employee's residence and place of employment is not allowed.

  4. On a work day, mileage must begin and end at the employee's place of employment within designated headquarters, except where cost of mileage from the employee's residence is less than or equal to travel from headquarters. A statement is required on the voucher that the mileage cost is less than or equal to headquarters. During non-working hours, employees may be reimbursed for mileage from their residence to the nearest airport. If another individual drives the traveler to the airport, the traveler may claim mileage to/from the airport.

  5. Except for the cost of airport parking or parking fees required for transaction of state business away from the place of employment, no additional expense incidental to the operation of such motor vehicle shall be allowed.

Section III. University-Owned Vehicle

Gasoline receipts paid for personally by an employee will be reimbursed when using university-owned vehicles. For rules and procedural guidelines for the operation of a university-owned vehicle please see Motor Vehicles (Procedure 2-48) and Use of University-Owned Vehicles (HOP ADM 5-303).

Section IV. Car Rental

The State Controller has ruled that the cost of personal accident insurance and safe trip insurance of personal effects coverage incurred in conjunction with car rentals are not a reimbursable expense. If such coverage is secured because an employee considers it to be to his advantage, the employee will not receive reimbursement for the cost. University contracted car rental rates include the Collision Damage Waiver (C.D.W.). When renting an automobile, the employee should refuse the Collision Damage Waiver Insurance, as the university will not reimburse the duplicate charge. The traveler must book car rentals through the University's dedicated travel agencies, or Corporate Travel Planner's online booking system CONCUR. This will ensure the employee is receiving contracted rates, and billed direct to University. If a traveler books a car rental outside the travel agencies, or CONCUR, the Texas sales tax on rent cars is reimbursable as well as sales tax on rent cars imposed by other states. The traveler is encouraged to present The Motor Vehicle Rental Exemption Certificate for rentals occurring in the state of Texas. A detailed receipt/contract showing all options being claimed for reimbursement and the amount paid must be attached to the Travel Voucher. Fuel charges incurred for a rent car are reimbursable to the employee with a valid receipt. UT Arlington will not reimburse other insurance coverage or items, such as Supplemental Liability Insurance (SLI), Personal Liability Insurance (PLI), road hazard, GPS navigation systems, child booster seats, etc.

  1. Non-Contract Rental Car Vendors: If you rent a vehicle from a non-contract rental car vendor, with a pre-approved exception, insurance may or may not be included in the base rental rate. Inquire at the time of rental if the contract insurance coverage is included. If it is not, you must purchase the LWD and Liability insurance. If you need to use a non-contract rental car vendor under an allowable exception, LDW and Liability insurance charges will be reimbursed by the Comptroller. Liability insurance supplement, Personal Accident insurance, Safe Trip insurance, or Personal Effects insurance are not reimbursable. (Please refer to State Travel Management Program at http://www.window.state.tx.us/procurement/prog/stmp/ if any questions.)

Section V. Parking

Airport parking fees are considered to be a transportation expense, incidental to the operation of a motor vehicle. Airport parking fees will be reimbursed in addition to all other travel expenses and should be listed on the front page of the paper travel voucher under "Parking" or under "Other" on the electronic document (VP5). This applies to both in-state and out-of-state travel.

Other parking fees incurred away from the place of employment while transacting state business are also considered to be a transportation expense incidental to the operation of a motor vehicle. They should be listed on the front page of the travel voucher under "Parking" or under "Other" on the electronic document. Parking expenses combined with other incidental expenses do not require receipts if daily totals do not exceed daily incidental expense limits (See Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86) for daily limits for specific locations). If actual expenses exceed these limits, they will be reimbursed, however, receipts will be required.

Section VI. Taxi, Bus, Subway, Tolls, Trains, Parking Meters

These fares are reimbursable, including tips. Taxi, intra-city bus fare, subway fare, tolls, intra-city train fare, and parking meters do not require receipts if the combined daily totals do not exceed daily incidental expense limits (See Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86) for daily limits for specific locations). If actual expenses exceed these limits, they will be reimbursed, however, receipts will be required. Bus or train fare between cities requires a receipt.

Appendices

None