Travel Procedures

Travel reimbursement is for the traveler’s expenses ONLY Traveler should never pay for another traveler’s expenses and seek reimbursement. 

Travel

Prior approval for all business travel is required for absences of employees for periods of four hours or more during the normal working period, whether or not there is a cost to the university. This prior approval is obtained via the online Travel Authorization Request (TAR) form. If classes are to be missed, arrangements must be made. If you are traveling to Washington, DC, an additional section must be completed. Please submit the TAR form in as much advance as possible to the department travel administrator.

Faculty Travel Grant

An approved Faculty Travel Grant (FTG) must be on file prior to the trip to receive funding. It is recommended that the FTG application is submitted as soon as travel plans are arranged, but please allow a minimum of two weeks prior to travel for processing and approval. Inform the travel administrator of the Faculty Travel Grant when submitting the Travel Authorization Request.

Travel Reservations

To make travel reservations, refer to The University of Texas travel planning website.  

Pay particular attention to procedures that may be necessary for foreign travel. Foreign travel using a state-funded account requires prior approval from the Dean/Vice President in writing.

Please address any questions or changes to your travel plans with the travel administrator prior to making your arrangements.

Reimbursement for Travel Expenses

Reimbursement for travel expenses requires:

1) Approved Travel Authorization Request in advance of the dates of travel

2) Itemized receipts

3) Proof of purchases for all expenses

NOTE: When seeking reimbursement for a hotel, a "zero hotel bill" is required, indicating that the account has been paid.

The department processes a $51.00 per diem for meals; no receipts are required for reimbursement.

An employee will only be reimbursed for his or her own expenditures, not for expenditures incurred by other individuals.

For state funded accounts, reimbursements are limited by the General Services Administration federal per diem tables. Reimbursements for travel to a Texas city not listed in the tables are limited to expenses not to exceed $142 of which meals can be up to $51.00 per day. New rates are updated each October 1st. 

Notes

  • New faculty and staff should designate an address for reimbursements, in addition to salary designation.
  • Traveler should book his/her own hotel and seek reimbursement afterwards.
  • Reimbursement on Texas hotel state sales tax is not allowed. If traveling within Texas, present the Texas Hotel Occupancy Tax Exemption Certificate upon check-in to have the state tax removed. City sales tax can be reimbursed.  
  • Tips can be calculated only up to 20% of pretax subtotal. However, state accounts may not reimburse tips and gratuities incurred during business travel.
  • Please give your receipts to the travel administrator after travel is complete. Reimbursements must be processed within 30 days of the last day of travel. Timing of reimbursements is regulated by the IRS.
  • For car mileage reimbursement, an online mapping tool is required roundtrip to and from your destination. When using state funds, MAPQUEST is required. 
  • If traveling out of state with your personal vehicle, reimbursement is based on the average airfare to the destination and will be limited to the lowest amount. 
  • The department has an Individual Liability Travel Card that can be used for conference registration. Please talk to the travel administrator about this benefit. 
  • Remember that airfare and car rental can be charged directly to the department resulting in a much easier and quicker reimbursement process. 
  • Please contact the travel administrator if you have questions in regards to your reimbursement.

For more detailed information on travel reimbursement you may go to the Handbook of Business Procedures.