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Updates

TRAVEL POLICY ON STATE FUNDS (14- & 20-)

TRAVEL POLICY ON LOCAL FUNDS (19-)

Do's Do's
  • Meals - Itemized receipts required for all meals
    • In State: up to $51/day (If not in the US General Services Administration Site)
    • Out of state: will be based on the Federal per diem tables
  • Lodging
    • In State: up to $142/day (If not in the US General Services Administration Site)
  • Mileage reimbursement
    • Require to use MapQuest
  • Checked baggage fee - require receipt
  • VE5 Coversheet must be signed

Foreign Travel

  • Require prior approval from the Dean in writing
  • Meals & Lodging - Itemized receipts required for all Meals
    • In State:
    • Combined up to $260/day
    • If meal over $51 – explanation and approvalfrom the Dean to exceed the meal limit
    • Out of State:
    • Combined up to $375/day
    • If meal over $51, itemized receipts required(Amount does not include Tips)
  • Tips/gratuities are allowed up to 20 percent
  • Mileage reimbursement
  • Early check-in fee
  • Global Entry Program Fee
  • TSA Pre✓ application program fee
  • Checked Baggage Fee - require receipt
  • Upgrade airfare - needs prior approval
Don'ts Don'ts
  • Not allowed on Entertainment
  • Not allowed on tips/tax
  • Not allowed on upgrade airfare
  • Not allowed on early check in and TSA Pre✓ application program fee
  • Not allowed on alcoholic beverages and associated tips
   

 PRO'S / CHANGES TO REIMBURSEMENT ON LOCAL ACCOUNTS 

  • Local accounts gives more flexibility and makes the process more efficient
  • Using Local Account, we can process tax and tips without having to do two document. Where before the first document will need to be final approved before processing the second document.
  • Mileage reimbursement does not HAVE to be from MapQuest – can use any online mapping toolor odometer reading

Items Still Required: 

  • Travel Authorizations – from account signer and direct supervisor
  • RTA’s for Employees / AIS – for Non-Employees
  • Reimbursements must be submitted within 60 days of travel - Otherwise approval from the Dean is REQUIRED for reimbursement
  • Foreign Exchange Rates must be converted using OANDA.com
  • Only single occupancy rates can be claimed
  • Foreign Travel will require IOC approval for restricted region regardless of type of funds.

For additional information, please see UT Travel Reimbursement Policy.

 


                                                                                                                                         Last Updated: 11 April 2017