Transcript The University of Texas System Administration Travel Policy

The University of Texas System
Administration Travel Policy
Travel Services
And
Accounting & Purchasing Services
Purpose
 UT System Administration Travel Policy is
intended to:
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Provide for the reasonable needs of travelers
Control travel expenditures
Maximize negotiated rates with preferred
suppliers
Facilitate proper reporting and compliance with
applicable state and federal regulations
The Fine Print
 Travel rules come from a variety of sources
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State of Texas Travel Regulations Act
Texas Travel Allowance Guide
State Comptroller of Public Accounts
Internal Revenue Code
Regents’ Rules and Regulations
Policy and Compliance
 The Travel Policy applies to both State and
Institutional funds. Any differences are noted.
 Institutional Funds:
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Funds in any account EXCEPT those beginning with
“53”, “63”, or “54-100.”
 State Funds:
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Funds in any account beginning with “53”, “63”, or “54100.”
Policy and Compliance
 A department may adopt stricter guidelines
than those stated in the Travel Policy.
 Departments must notify travelers in writing
before stricter guidelines are implemented.
Policy and Compliance
 Travelers and authorized signers must be in
compliance with the Travel Policy.
 Intentional disregard may be grounds for
disciplinary action.
 Travel must be for System Administration
business.
Authorization and Notice
 A traveler must obtain approvals by
submitting a completed Travel Approval
Form to his or her supervisor for processing.
 The traveler must file the original, signed
approval with the reimbursement request and
retain a copy for audit purposes.
Authorization and Notice
 Travel Outside of Texas (including foreign travel)
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Each trip requires the advance approval of an
immediate supervisor.
Each trip requires advance approval from the
appropriate Executive Vice Chancellor or Vice
Chancellor.
Authorization and Notice
 Travel to Washington, D.C.
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Notify the Office of State-Federal Relations if
travel includes appropriations or legislative
issues
Notify the UT System Office of Federal
Relations regarding all travel
Conservation of Funds
 An employee’s travel must be planned and
conducted to achieve maximum economy
and efficiency within the guidelines of the
Travel Policy.
 Travel expenses must be reasonable,
appropriately documented, and properly
authorized.
Travel Time Periods
 Standard time frame - if same day travel is
infeasible, business is considered to begin at
the latest cost-efficient time and end at the
earliest cost-efficient time.
 Weekend or Extended Stay – Refer to
Section 4.5 of the Travel Policy for specific
guidelines and limitations.
Transportation
 Personal Vehicle
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The Texas Mileage Guide provides mileage
between locations and calculates reimbursement.
The distance in the guide is usually the
maximum number of miles an employee may be
reimbursed.
Odometer readings are allowed if the
reimbursement request includes the date and
point-to-point address information.
Transportation
 An employee may be reimbursed for mileage
between headquarters or home and the
airport.
 If travel occurs during work hours,
reimbursement may not exceed the amount
that would be paid for travel from
headquarters to the airport.
Transportation
 An employee may be reimbursed for the
mileage incurred by another person
transporting the employee to the airport.
 Reimbursement may not exceed what would
have been paid had the employee parked at
the airport.
Transportation
 The latest time a passenger may check-in for
a flight (as specified by the airline)
determines whether travel is during work
hours.
 The arrival time of a flight determines
whether travel from the airport occurs during
work hours.
Transportation
 Rented Vehicles
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Travelers are required to use the state-contracted
rental companies unless a valid exception
applies.
When considering low cost comparisons, note
that state contract rates include basic insurance
coverage – promotional rates typically exclude
the cost of insurance.
Transportation
 Rented Vehicles
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Coordination of Transportation – “Coordination” of
transportation means employees traveling together in one
personally owned or rented vehicle. Coordination must occur
when two or more employees, employed by the same
department, travel from the same headquarters to the same
duty point at the same time.
When coordination is determined to be infeasible, a written
statement identifying the reasons for that decision must be
attached to each person’s reimbursement request or in the
notes of the electronic travel reimbursement form.
Transportation
 Rented Vehicles
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When an employee uses a rental vehicle for both
business and personal reasons, only the portion
attributable to System Administration business
may be reimbursed.
Transportation
 Travel by Aircraft
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Travelers are required to use state-contract
airfares unless a valid exception applies.
Exceptions include:
Lower total cost to the state
 Efficient use of services
 Health and safety issues
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Transportation
 Travel by Aircraft
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If a state-contract fare is not available,
reimbursement may not exceed the average
published coach fare.
Exceptions to use of state-contract fares must be
noted in the Record of Transportation/Duties
section of the Travel Reimbursement Voucher or
in the notes of the electronic travel
reimbursement form.
Transportation
 State contracted airfares are available for
employees traveling on official business,
prospective employees, and unpaid speakers when
transportation, meals, and incidental expenses are
paid by System Administration.
 State contract rates cannot be used for personal
travel or for an independent contractor, paid
consultant, or groups of 10 or more.
Transportation
 Mass Transit, Taxi or Limousine
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Receipts (including dates of travel) are required
if transportation is used to travel between cities,
other than within a metro area. Receipts are not
required for transportation within a city unless
expenses exceed $25.
The cost of a limousine may be reimbursed only
if it is the lowest cost transportation available.
Meals and Lodging
 General Information
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When an entire trip begins and ends on the same
day, per diem allowances and reimbursements
are not allowed.
Personnel are responsible for providing their
own meals and snacks while engaged in sameday travel.
Meals and Lodging
 Travel in Texas
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Texas State Occupancy Tax - System Administration
employees are exempt from Texas State Occupancy Tax.
A traveler must present the lodging establishment with a
completed exemption certificate and present System
Administration identification.
Employees are not exempt from county or municipal
occupancy taxes or another state’s taxes.
Meals and Lodging
 Travel in Texas
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State Funds
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When state funds are used for in-state travel, a state-contracted
hotel should be used. Exceptions must be documented in the
Record of Transportation/Duties section of the reimbursement
request.
Lodging will be reimbursed up to $85 per night.
Meal costs are actual costs reimbursed up to $36 per day.
 Exceptions require advance approval. If maximum per diem is
exceeded, an explanation must be provided on the reimbursement
request.
 Lodging receipts (itemized) are required
 Meal receipts are required if expenses exceed $36 per day.
Meals and Lodging
 Travel in Texas
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Institutional Funds
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The combination of actual meal and lodging expenses
cannot exceed $220 per day without prior approval.
 Lodging receipts (itemized) are required
 Meal receipts are required if expenses exceed $41 per day
Meals and Lodging
 Travel Outside of Texas (excluding foreign travel)
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State or Institutional Funds
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Reimbursement requests should not exceed the locality-based
rates published by the Comptroller of Public Accounts. Amounts
reimbursed are actual expenses.
Exceptions require advance approval and notation on the
reimbursement request
Lodging receipts (itemized) are required
If meal expenses exceed the state-allowed per diem, receipts are
required
When state funds are used for out-of-state travel, a state contract
hotel must be used unless a valid exception applies.
Meals and Lodging
 Foreign Travel
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State funds cannot be used for foreign travel
Mexico and Canada are considered domestic travel
Reimbursement for foreign travel is based on actual
expenses
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Travel must be planned to achieve maximum efficiency and
economy
Expenses must be pre-approved by the appropriate vice
chancellor or executive vice chancellor
Exceptions require advance approval and notation on the
reimbursement request
Lodging and meal receipts (itemized) are required.
Meals and Lodging
 “Per Diem” – The “per diem” amount is not
an entitlement but rather the maximum
allowed daily expense amount. A traveler
should never request more than actual
expenses incurred, not to exceed the per
diem.
Other Expenses
 Parking / Toll Fees
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Fees are reimbursable and should be listed separately on
the reimbursement request. Receipts are not required
unless expenses exceed $25.
 Valet Parking
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Fees are reimbursable if the traveler is staying at or
attending a conference at the establishment; otherwise it
is considered personal and is not reimbursable.
 Ticket Cancellation/Change Fees
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Fees are reimbursable only if the charges are incurred for
a business reason, personal emergency, illness, weather
condition, or natural disaster.
Other Expenses
 Gratuities
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State Funds
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Gratuities are not a reimbursable expense.
Institutional Funds
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A traveler may be reimbursed for reasonable tips and
gratuities incurred. A tip or gratuity is separate from
the daily meal limit. Tips and gratuities are itemized
in the “other travel expenses” section of the
reimbursement voucher.
Reimbursable Travel Expenses
 Examples of reimbursable expenses:
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Mandatory lodging and service charges
Business telephone calls
Copy and facsimile charges
Books purchased for a seminar
Non-reimbursable Travel
Expenses
 Examples of non-reimbursable expenses:
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Alcoholic beverages
Toiletry items
No-show charges for hotel/car service
Excess baggage charges
Airline club and/or upgrade fees
The Reimbursement
Request/Voucher
 Use the Travel Reimbursement Checklist
when preparing the reimbursement voucher.
 The same reimbursement voucher is used for
state and institutional funded travel.
 Submit the reimbursement request in a timely
manner.
The Reimbursement
Request/Voucher
 Maintain documentation of travel expenditures so
that actual, allowable, and supported expenditures
are submitted.
 The reimbursement request must include the
original, signed travel approval form, when
applicable, and original receipts for everything
except meal per diem, parking meters, and public
transportation within a city.
The Reimbursement
Request/Voucher
 Department authorized signer must review and
approve each travel reimbursement voucher.
Review should include verification that:
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Expense was incurred while conducting business
Expense complies with any restrictions on the use of
funds
Expense is charged to proper account
Business purpose and travel dates are documented
The Reimbursement
Request/Voucher
 Review – continued
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Applicable documentation is attached and
matches reimbursement request
The traveler and the approver have signed the
request form
 Form is submitted to Accounting &
Purchasing Services (paper form)
Resources
 Helpful web links include:
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Accounting and Purchasing Services web site
Travel Services web site
State Travel Allowance Guide
Overnight Travel in Texas
Overnight Travel Outside Texas
State Contract Airfares
Questions or Comments?
 Please contact:
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Nancy Sutherland, Travel Program Director
Jenny Murphy, Assistant Director, Accounting &
Purchasing Services