ut austin travel per diem

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All business travel must be approved by submitting a Travel Authorization Request (TAR) prior to beginning travel. TARs processed after the fact need to be sent to the CoLA Dean’s Office for approval, along with a memo from the faculty stating why the TAR is late. New CoLA policy allows a faculty member three late TARs during the fiscal year after which TARs and reimbursements will not be approved.

Please email  [email protected]  for assistance.

Submitting a Travel Authorization Request (TAR)

• UT policy requires that faculty, staff, students, and visitors submit a TAR prior to a business trip and that the RTA be approved by UT prior to your starting your trip. A 30 day minimum is required for foreign travel.
• Travel Authorization Requests should be completed online using the  Requests  system (assign to group 00144). Instructions for completing the request are  here .
• A TAR should be submitted whether or not you are requesting reimbursement.
• International Travel:  You are required to register international travel through the UT Austin International Travel Registry (UTAITR) .  Also, review the  restricted regions list . If planned destination(s) appear on a list, an approved exemption is required before the RTA can be approved.  Requests for exemptions must be submitted at least 4 four weeks prior to the anticipated date of travel.  Anthony Travel and Concur can assist with these requirements if booking travel through them.
• Regardless of booking with Anthony Travel or Concur, a registration for the international overseas emergency assistance and insurance is required.

If you do not use Anthony Travel or Concur to make your travel arrangements and you will be traveling abroad, you are required to register with  On Call  prior to travel. Also, review the  restricted regions list . If planned destination(s) appear on a list, an approved exemption is required before the RTA can be approved.  Requests for exemptions must be submitted at least 4 four weeks prior to the anticipated date of travel.  Anthony Travel or Concur will assist you with ISOS registration travel arrangements and you will be traveling abroad. 

• Please note: International travel on state accounts have additional requirements. Please contact PRC for more information.

Using Anthony Travel or Concur:

Once your RTA is submitted and approved, you may make your airline reservations by contacting Anthony Travel or Concur. Reservations made through Anthony Travel or Concur will be directly billed to the appropriate account. 

To book your flight through the UT travel agency you can call or email Anthony Travel . To book with Concur visit the Concur Online Booking Tool .

Travel Reimbursement Request Form

Reimbursements, Receipts, Documentation

• Requests for travel reimbursements for should be submitted using this  form .
• Please note that travel reimbursement requests must be submitted no later than 60 days after your last day of travel.
• Receipts for lodging and flights not booked through Anthony Travel are required. Receipts for local transportation (taxi/uber) and airport parking are not needed but they will need to be listed on the reimbursement request with dates and trip purpose included (i.e. 10/21/22 Airport to Hotel, $28). Meals are reimbursed at a per diem rate of $51 a day.
• Business and first class flights will be reimbursed at the amount equivalent to an economy flight. Seat selection fees and oversized baggage fees cannot be reimbursed.
• Early bird check-in fees are only allowed on certain accounts.
• Flights cannot be reimbursed if points were used to purchase ticket.
• If purchasing a flight using a credit, the credit must be for a flight initially purchased for UT business that was cancelled. We will need receipts from the original flight purchase and the new flight.
• •$260 per day for travel within Texas, of which no more than $51 per day may be for meals.
• •$375 per day for travel outside of Texas but within the continental U.S., of which no more than $51 per day may be for meals.
• •$425 per day for travel outside the continental U.S., of which no more than $51 per day may be for meals.
• State accounts (14, 20): limits vary depending on location and time of year.
• University employees are EXEMPT from Texas State hotel occupancy taxes when traveling for University business. The University cannot reimburse any Texas State occupancy taxes unless the hotel refuses to honor the Texas Hotel Occupancy Tax Exemption Certificate. If you’re traveling in Texas, please bring a  Texas Hotel Occupancy Tax Exemption Certificate  with you.
• The University of Texas cannot reimburse a split bill (such as hotel) that does not have the UT payee’s name, nor will UT reimburse a traveler for another individual’s expenses; it is up to individual travelers to reconcile any private agreement. 
• Car rentals must be made using one of UT’s contracted agencies (Avis/Budget Rental, Enterprise, Hertz).  An exception approval from UT Travel Management will be needed if not using one of these companies before reimbursement can be processed.
• For further information on travel policy, please consult the  Travel Policies in the Handbook of Business Procedures  and the  COLA Policy for Travel , or email  [email protected] .

Allowable Costs

• Allowable costs on most grants include airfare, hotel, local transportation, car rentals, airport parking, individual meals (without alcohol), business phone calls, and registration fees.  Unallowable costs include alcohol, group meals, travel expenses for another person, dry cleaning or laundry services, maid service, fees to local events, personal phone calls, in-room movies, non-business internet fees, travel insurance, medical insurance, and other personal expenses. 
• You must have an overnight stay to claim meals or lodging.  Vaccinations are reimbursable if required to enter the country.  Automobile insurance to Mexico is reimbursable but automobile insurance is not reimbursable for travel to other locations. You must have receipts for inter-city transportation (i.e., bus, train, or taxi receipts). There are further restrictions on state money.
• If a department anticipates that an employee will be at a duty point for at least one month, the expense of leasing an apartment or house may be reimbursed. The apartment or house must be leased from a commercial establishment. The name of the employee must appear on the lease, and the purpose for leasing must be the conservation of state funds. Any deposit required for the lease of a house or apartment is the sole responsibility of the employee and is not reimbursable.

Filing a Faculty Travel Grant Application

• Eligible faculty may receive as much as $1,400 per academic year for travel expenses to present original papers at scholarly and professional meetings. The faculty travel grant (FTG) application must be filed prior to the trip to receive funding. It is recommended that you submit your FTG application once your travel plans are set, but at a minimum please allow two weeks prior to travel for processing and approval.
• Faculty will continue to apply through the same  Graduate School online awards system
• Please complete your Travel Authorization Request prior to applying for a Faculty Travel Grant. Faculty Travel Grants are available through an online application. Please consult the FTG website at  http://www.utexas.edu/ogs/faculty/ftg/  for details. Administered by the Graduate School, faculty travel grants are intended to support the presentation of the applicant’s original research or creative effort. An online Faculty Travel Grant application is available at  https://utdirect.utexas.edu/ogs/awards/candidate/faculty_app_profile.WBX .
• Attending a meeting or chairing a session does not qualify for an FTG, nor does presenting a seminar or giving a colloquium at another university. Applications must be completed and submitted no later than two weeks before your scheduled trip.
• The  FTG application should be assigned to Sylvia Celedon, UT EID: sceledon . She will then assign it to the Graduate School. (Please note this is a separate procedure than for the TAR.)
• Making Airline, Hotel, and Car Rental Reservations
• FTG funds can only be used for reimbursements. Direct billing of flights cannot be charged to FTG funds.

Once your RTA is submitted and approved, you may make your airline reservations by contacting Anthony Travel (512) 617-8444. Reservations made through Anthony Travel will be directly billed to the appropriate account.  You may also make reservations on your own.  In these cases, you pay for the ticket and are reimbursed after the trip.

State tax at Texas hotels is not reimbursable to UT or State employees.  UT or State employee travelers staying in Texas hotels should prepare and sign a  Texas Hotel Occupancy Tax Exemption Certificate  ( PDF ) and submit it to the hotel.   

UT has special procedures concerning direct billing of car rentals. If you wish to rent a car for your trip, please contact PRC admin staff to have them work on setting this up.

Travel Cash Advance

A travel cash advance may be issued to students and faculty traveling for an extended period of time to conduct off-site research.  All travel requirements should be in place before requesting a travel cash advance.  Please email  [email protected]  with your request, including budget breakdown and brief justification.

Phone : 512-471-5514 Fax : 512-471-4886

Population Research Center 305 E. 23rd Street, Stop G1800 RLP 2.602 Austin, TX 78712-1699

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Travel Authorizations

Travel authorization procedures.

You must complete certain authorization procedures in order to get reimbursed for university-related business travel. Depending on the situation, you’ll need to complete one of the following during the early stages of the travel-planning process.

• Visit the Handbook of Business Procedures for further information on travel authorizations

Request for Travel Authorization (RTA)

When to complete an RTA: for all employee, prospective employee, and student travel

Completing a Request for Travel Authorization (RTA) is the first thing you should do when you start planning a trip for employees, prospective employees, or students using a centrally billed airfare or requesting reimbursement for travel on university business.

• Automated RTA — You can complete the electronic VE5 document using DEFINE. RTA numbers are automatically assigned once the document receives initial approval. Travel Management Services recommends using the automated RTA whenever possible. 
• Request Forms System -  https://utdirect.utexas.edu/apps/services/requests/  
• Non-Employee Travel Authorization -  https://utexas.app.box.com/v/non-employee-travel-auth

A new Request for Travel Authorization (RTA) data report is available to help with the increased need for travel related data during the COVID -19 pandemic:  RTA Report Submission

Contact Purchasing - Travel Services experts on rules relating to all types of travel authorizations. [email protected]

Student Travel Policy for International Locations (STPIL)

According to Appendix N of the University’s General Catalog , all students traveling internationally on University-related business are required to register their travel with Texas Global Risk and Safety. This is to ensure that essential emergency details are collected and that all students are enrolled in UT’s Overseas Insurance policy . This registration process is separate from and in addition to the Request for Travel Authorization (RTA) process required for reimbursement. However, failure to properly register travel can result in disciplinary action and the inability to receive reimbursement for travel expenses.

How to register your travel:

• Visit the Texas Global web page on International Travel Policies
• Determine if you are traveling to a Restricted Region
• Complete the appropriate travel request form for your destination

Questions? Email  [email protected]

Travel Reimbursements

Submit an online travel reimbursement .

MBS requires travelers to request travel reimbursements electronically through the  Request Forms home page .  Once you have logged in with your EID and password, select "Travel Reimbursement Request" under Expense Requests.  Follow all instructions, including uploading PDFs of your receipts/invoices and itemizing your expenses in the online tool. When completed, assign the request  Molecular Biosciences Travel (00171) .  You will receive an automated email once your reimbursement has been completed.

Reimbursements will be made by  direct deposit  unless you request a check to be mailed to your home address.  Please note,  persons can only be reimbursed for their own expenditures.

For travel reimbursement questions or concerns, please contact  MBS Payments .

UT Institute for Geophysics

Understanding the Earth and other planets to solve key problems that affect us all. The world needs geophysicists!

Travel Guide

Support for UTIG research staff and students .

Questions? [email protected]

Before You Go

Submit a Request for Travel Authorization (RTA) at utdirect.utexas.edu

• Assign to UTIG Travel – 00029 (check default to save)

Include notes in the RTA indicating if you are traveling with other UT personnel.

Contact [email protected] if:

• You need to rent a car
• There will be group meals
• Traveling within Texas
• Traveling internationally
• Traveling with students

Book travel through a UTIG travel admin or using ConcurSolutions.com .

BEFORE buying travel gear or supplies, please email [email protected] .

While You’re Away

Consider starting a Travel Reimbursement Request at utdirect.utexas.edu to document expenses and organize receipts.

Travelers each must pay their own expenses; you can’t be reimbursed for someone else’s lodging, meals, etc.

Tips are reimbursable only up to 20% of the allowable pre-tax amount.

Alcohol is not reimbursable.

For travel in Texas, provide hotel state occupancy tax exemption form.

Need a rental vehicle unexpectedly? Contact Anthony Travel or [email protected] for support.

When sharing a rental vehicle, only the person paying for the rental can be reimbursed for gas.

When You Return

Submit original receipts with supporting documentation when required.

Review travel expenses and prepare them for submission.

Submit a Travel Reimbursement Request through utdirect.utexas.edu

Alternatively, email [email protected] or see a UTIG travel admin to initiate reimbursement.

For foreign travel:

• Add explanatory notes/translations for all foreign language receipts
• When available, provide bank or credit card statements showing the USD charge and any foreign currency charges

Turn receipts in within 60 DAYS of the last date of travel .

No receipt? Request replacement receipt; if that doesn’t work, submit proof of payment with a note that the original receipt is not available.

At hotel checkout, confirm:

• Expenses are itemized, including taxes, parking, room service, etc.
• Expenses are split correctly between travelers
• No Texas State Occupancy or Sales Tax is included
• Your receipt has a $0.00 balance

Plan travel for maximum savings and efficiency.

Airfare reimbursement may not exceed the lowest available refundable airfare.

Change fees are only reimbursable if incurred for business-related reasons.

Coordinate with other travelers going on the same trip.

Expenses related to personal travel cannot be reimbursed.

Meal per diem is allowable only for the amount you actually spend, up to the daily max.

DO NOT claim the full meal per diem if you spend less.

Save relevant contact information, trip documentation, and all receipts.

• Vehicle rentals
• Taxi, bus, or train fare for travel between cities
• Must be itemized
• Must have $0 balance
• Registration

[email protected]

Anthony Travel

+1 512-617-8444

+1 800-684-2044

[email protected]

Anthony Travel After-Hours

+1 800-342-9008 (VIT Code S4RRG)

ISOS +1 215-942-8478 (Mbr#11BEGC000037)

ConcurSolutions.com

UT Travel Management

https://travel.utexas.edu/

University of Texas Institute for Geophysics

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Phone: 512-471-6156 Fax: 512-471-2370

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Announcement: New Mileage Reimbursement Rates Effective Jan. 1, 2024

Announcement: New Mileage Reimbursement Rates Effective Jan. 1, 2024

On Jan. 1, 2024, the standard mileage rates for the use of a car (including vans, pickups, or panel trucks) will change. The new rates for travel occurring on or after Jan. 1, 2024 are:

• 67.00 cents per mile for business miles driven

The new rate for business miles compares to a rate of 65.50 cents per mile for travel dates prior to January 1, 2024.

Note: The rate of reimbursement is affected by the travel date, not the reimbursement date.

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Create a Request for Travel Reimbursement

• Created by Prathna C Patel , last modified by Zeinab Al Zuhairi on Mar 11, 2020

What is a REQ/Travel Reimbursement Request

The primary purpose of a REQ/Travel Reimbursement Request is to allow a traveler to submit itemized/paid receipts for an approved business related trip. A completed/approved RTA (Request for Travel Authorization) must be on file. Please see the Travel page for information on submitting a RTA.

• A Travel Reimbursement must be submitted within 10 days of trip completion.
• A reimbursement submitted after 60 days from trip end date is subjected to IRS regulations and Safe Harbor rules that require a written explanation as to the reason for the lateness. These require additional levels of approval and may be denied or reported as taxable income to the payee.
• Travel expenses must be accrued by the traveler. A traveler cannot claim expenses for another person's travel.

Please review the Handbook of Business Procedures/Travel for detailed information regarding travel rules and policy.

• Access the online  Travel Reimbursement Request REQ .
• The system will list all approved RTA Travel.  Select the trip you wish to request a reimbursement for.
• Complete all applicable fields.  Traveler must enter expenses for reimbursement.  Attaching the receipts does not translate into a reimbursement request if the expenses are missing on the form.  The Finance Office cannot fill this in for you.
• Airfare reimbursement only: The statement "online selection is best value as consistent with institutional priority" is required in the REQUEST NOTES for reimbursement consideration.  
• Upload itemized/paid receipts in PDF or JPEG form, assign to the appropriate category, and add relevant comments. Note: PDF files that are too large or JPEG images not in best quality will not open and view correctly.  The attachments must be clear in order to process a reimbursement.  The request will be returned to the traveler if attachments are not viewable.  See the TIPS section below for further assistance.
• Once completed ASSIGN the form to Theatre and Dance Finance Team Group (00259) .  

Attachments:

Email: If you need to save an email as a PDF receipt or as documentation it must be saved as a PDF from the Print version. While in the email select PRINT. When the pop up screen or option opens up select SAVE AS PDF and file name accordingly. Different email programs offer different print options. If you use a non-UT email you may need to Google how to save the email as a Print Version PDF.

Multiple Small Receipts: Taxi receipts can be organized by date/destination as a single 8x11 page and scanned to create one PDF. The Faculty Ricoh machine provides dimension parameters to help lay the receipts appropriately for scanning.

Multiple Page Receipts: Companies like UBER/LYFT provide email receipts per transaction. You can submit them individually or as one packet. The receipt must be saved or printed as a one page receipt. When in the email select PRINT, when the pop up or screen option opens reduce the size from 100% until it is reduced to 1 page. Save as PDF or Print. If you have Adobe Pro or another PDF software you can group the receipts in one document. The Faculty Ricoh machine provides the ability to scan multiple pages into one PDF. File name accordingly.

Images can be captured with a smart phone or tablet. Lay the receipt as flat as possible on a neutral surface. Try to capture the image of the receipt only. Crop the image so that it is clear and contains the receipt only. Images tend to pixilate if they are too small or too big. If you can capture a clear image up front this will prevent having to ask for a better image.

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• Page: Order Business Cards
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• Page: How to Create a Request for Travel Reimbursement
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Policy library section header.

UT System Policy Library

HOP 2.1.1 Travel Policy

Main page content, sec. 1 purpose.

To establish cost-effective business travel practices and ensure appropriate use of funds.

Sec. 2 Principles

a) Employees must:

1) use discretion when making travel arrangements to ensure conservation of U.T. System Administration resources;

2) follow I. R. S. Texas state law and U. T. System Administration rules governing employee travel.

b) Department heads may adopt additional guidelines, including expense and reimbursement rates lower than those referenced herein, but must notify employees in writing prior to adoption.

Sec. 3 Travel Authorization and Responsibilities

Travel Authorization and Notice. Prior written approval is required for all out-of-state and foreign travel. Additionally, prior notice is required for business travel to Washington, D.C. that involves obtaining or spending federal funds or that impacts federal policies.

a) Out-of-State and Foreign Travel. The traveler must obtain prior approval from his or her immediate supervisor and from the appropriate Department Head by submitting a completed Travel Approval Form found here. The traveler must retain the signed original approval form and submit it as part of the reimbursement request.

b) Travel to Washington, D.C. Prior to travel, when a trip involves obtaining or spending federal funds or impacting federal policies, U. T. System Administration personnel must also inform the Texas Office of State-Federal Relations (OSFR) regarding the timing of the trip, the purpose of the trip, and the name of a contact person for additional information. The form can be found on and submitted via the OSFR website.

Sec. 4 Travel Expenses - General Provisions

4.1 Conservation of Funds. An employee’s 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 travel policy. Travel expenses must be reasonable, appropriately documented, properly authorized, and submitted to Financial Shared Services (FSS) for reimbursement within 60 days of travel completion.

4.2 U. T. System Administration Business. The documented purpose of the travel must be for U. T. System Administration business.

4.3 Approved Travelers. The following people may be approved travelers:

a) Employees traveling for approved U. T. System Administration business;

b) Guests and/or consultants traveling for approved U. T. System Administration business;

c) Attendant Care for Employees with Disabilities. Employees with disabilities may be reimbursed for attendant care travel expenses;

d) Spouses of Employees. When designated by the Chancellor as a “special assistant” or “Associate to the Chief Administrative Officer” in accordance with UTS120, Spousal Travel Policy; and

e) Prospective Employees. When a prospective employee is requested to travel for an employment interview, the individual may be reimbursed for travel expenses in the same manner as a U. T. System Administration employee. Prospective employees are not exempt from state hotel occupancy taxes, unless the charges are directly billed, and may be reimbursed for those taxes.

4.4 Receipts.

a) Original receipts are required for most travel expenses. However, itemized receipts are not required for meals when the actual expense incurred does not exceed the locality based maximum rates approved by the Texas Comptroller of Public Accounts and published by the U.S. General Services Administration or for toll charges, parking, parking meters, or public transportation costs within a city when the costs are equal to or less than $25 per instance.

b) Lodging receipts are always required.  Lodging receipts must show the name and address of the commercial lodging establishment, the name of the employee, a daily itemization of the lodging charges, and proof of payment.  All rates must be at the single room rate.

c) If an original receipt is not available for an expense other than lodging, rental car, or airfare, a missing receipt affidavit, part of the Concur Expense reimbursement system, is required. 

d) Receipts must be in the name of the traveler and match the dates claimed on the reimbursement request. If the receipt is not in the traveler's name, an explanation must be provided for the discrepancy and proof of payment by the employee provided.

4.5 Foreign, Canada and Mexico Travel Expenses.  Travel expenses must be converted to U.S. dollars. As part of the Concur Expense reimbursement system, www.oanda.com is utilized to convert and document the exchange rate.

4.6 Rewards Programs. Customary rewards such as frequent flier miles or hotel rewards may be retained by the employee. Rewards programs may not influence travel decisions.

Sec. 5 Transportation

5.1 Travel by Automobile.

a) Personal Vehicle.

1) In accordance with State Law, each State agency must determine a tool for benchmarking mileage reimbursement. U. T. System Administration has chosen Google Map s as part of the Concur Expense reimbursement system. 

2) Mileage Reimbursement. An employee may be reimbursed for mileage when using their personal vehicle to conduct U. T. System Administration business. Except for parking and toll charges, the mileage reimbursement rate is inclusive of all expenses associated with the employee’s use of his or her vehicle.

3) To and From the Airport.  An employee may be reimbursed for mileage to and from the airport from either the traveler’s residence or the traveler’s place of employment, regardless of the time of day the travel occurs. Additionally, an employee may be reimbursed for the mileage incurred by another person transporting the employee to the airport. The reimbursement may not exceed the cost of one two-way trip to and from the airport in the employee’s personal vehicle plus parking at the airport.

4) Mileage Reimbursement Limitations.

i) Reimbursement requests must include a point-to-point itemization by completion of the to/from fields in Concur, using the full physical addresses of the origin and destination points.

ii) Tolls and parking expenses incurred while using a personal vehicle for U. T. System Administration business are reimbursable.

iii) Reimbursement is not provided for any travel expenses incurred between an employee’s personal residence and their place of employment.

b) Rented Vehicles.

1) Only actual rental cost may be reimbursed.  This includes Texas and other state sales tax, gasoline, parking fees and toll charges.

2) Mandatory Use of U. T. System Administration Contracts. Employees must secure car rentals through System Administration contract vendors to ensure that rental rates include insurance coverage.  If all System Administration contract vendors are unable to provide the car type needed for the location and dates required for travel, alternate services may be secured.  Collision/loss damage waiver is a reimbursable expense only when a rental car agency that is not a System Administration contract vendor is used.  Applicable documentation must be provided with the reimbursement expense.

3) Business and Personal Use. When an employee uses a rental vehicle for both personal reasons and U. T. System Administration business, only the portion attributable to U. T. System Administration business may be reimbursed.

4) Additional Charges. Charges for liability insurance supplements, personal accident insurance, roadside assistance fees, personal effects insurance, GPS, frequent flyer credit and satellite radio options are not reimbursable. Non-business essential charges and services may not be reimbursed.

c) Coordination of Transportation. When two or more employees are traveling to the same destination, the employees are required to coordinate their travel to reduce overall costs of travel unless coordination is not feasible for business reasons. When coordination is determined to be not feasible, it must be documented and attached to each person’s reimbursement request.

5.2 Travel by Commercial Airline

a) The cost of commercial air transportation may not exceed the cost of a U. T. System Administration or State-contracted airfare, if available. If not available, then the lowest available fully refundable coach airfare may be used.

b) Mandatory Use of Contracted Airfare, Travel Agencies and Online Booking Tools. Travelers must use U. T. System Administration or State-contracted airfares, System Administration travel agencies, and online booking tools, unless one of the following exceptions applies. When one of these exceptions is used, it must be documented. Exceptions are as follows:

1) Lower total cost to U. T. System Administration;

2) Unavailability of contract travel services;

3) Special needs (related to health, safety, or disability);

4) The traveler is in the course of travel and changes in scheduling render the contract service provider unavailable or its use is impractical; 

5) Emergency response; or

6) Legally required attendance- the traveler is required by court or other legal entity to appear at a particular time/place without sufficient notice to use contracted service provider.

c) Nonbusiness Travel. Contract airfares may not be used for leisure, personal, or nonbusiness travel.

d) Non-employees.  U. T. System Administration contract airfares are available for use when non-employees travel on behalf of U. T. System Administration and when travel is paid by U. T. System Administration. However, state-contracted airfares are not available to independent contractors or consultants working for U. T. System Administration.

e) First Class Airfare and Upgrades. With advance approval by a Department Head, first class airfare may be reimbursed, without limitation as to the source of funds, if it is the only available airfare or if it is required due to medical or physical limitations as documented by an attending physician.

f) U. T. System Administration reimbursement for upgrades, including the use of Southwest Airlines Business Select, are limited to Executive Officers and Regents. Executive Officers and Regents may elect to upgrade the class of airfare if there is a documented business reason and institutional funds are used. State funds may not be utilized for the cost of such upgrades. An authorized signer must provide advance approval and documentation of the business reason; documentation must be submitted as support for the payment of the upgrade.

g) Frequent Flyer Miles/Flight Credits. U. T. System Administration may not reimburse for tickets purchased with frequent flyer miles or personal flight/travel credits.

h) Baggage.  One checked bag fee is reimbursable.  Additional fees are reimbursable only if supplemental baggage is required to transport state owned equipment or materials (receipts and documentation are required).

5.3 Chartered Aircraft. The use of charter aircraft requires advance coordination with U. T. System Administration Travel Services and contract review by the Office of General Counsel and appropriate Executive Officer. In addition, advance approval for any charter flight paid with state funds must be obtained from the Texas Department of Transportation. With applicable approval, an employee may charter an aircraft if the U. T. System Administration or State-owned aircraft is not available or if the charter would reduce the cost of transportation.

5.4 Travel by Mass Transit, Taxi, Ride Sharing, or Limousine. Cost efficient use of bus, rail, taxi, and ride sharing (such as Uber and Lyft) is permitted and reimbursable. The cost of limousine transportation may be reimbursed only if it is the lowest cost transportation available.

Sec. 6 Meals and Lodging

6.1 General.

a) Same-Day Travel. When the entire trip begins and ends in the same calendar day, reimbursement for meals is not allowed.

b) Texas State Occupancy Tax. Employees of U. T. System Administration are exempt from the Texas State Occupancy Tax when traveling on U. T. System Administration business in Texas. A traveler must present the lodging establishment with a completed tax exemption form upon check-in.

c) Non-reimbursable Expenses. 

1) An employee may not be reimbursed under this policy for meals or lodging expenses incurred within the city of the employee’s designated headquarters unless expenses are mandatory and connected with training, a seminar, or a conference, and a statement is added to the reimbursement request stating such.

2) An employee may only be reimbursed for an expense that is incurred while conducting U. T. System Administration business.

3) An employee can only be reimbursed under this policy for his or her own expenditures, not for expenditures incurred by other individuals.

4) Alcoholic beverage and associated tips are not reimbursable expenses under this policy.

6.2 Meals and Lodging.

a) Lodging and Accommodations:  Employees may stay at the hotel of their choice; however, the costs must comply with the applicable locality based maximum rates approved by the Texas Comptroller of Public Accounts and published by the U.S. General Services Administration. 

b) Shared Lodging: If two or more employees share lodging, the expense must be divided equally between them to reflect each employee’s share of the lodging expense.  For each traveler, the reimbursement may not exceed the maximum lodging reimbursement rate.  When only one of the individuals sharing lodging is a state employee, the traveler may only be reimbursed the room rate for a single occupancy or the applicable maximum lodging reimbursement rate, whichever amount is less. 

c) Travel expense reimbursement is not a per diem. Reimbursement for meals and lodging is based on actual expenses.

d) Travel Within the Continental United States Utilizing State Funds or Institutional Funds:

1) An employee may claim less than the maximum meal reimbursement rate for a duty point and use the amount of the reduction to increase the maximum lodging reimbursement rate.  However, lodging expense may not be reduced to increase the meal reimbursement rate.  This is applicable daily with no carryover from one day to the next.

2) If the locality-based rate for meals or lodging is exceeded, written justification is required, and any overages will be reimbursed with institutional funds.

3) If approved, actual meal expenses that exceed the locality-based rate will be reimbursed using itemized receipts for all meals incurred on that day.

e) Travel Outside the Contiguous United States Utilizing State or Institutional Funds.  For travel to a U. S. Possession, Alaska, Hawaii, Canada, Mexico, or foreign country itemized receipts are required for all expenses.

1) Mexico and Canada are considered domestic travel.

Sec. 7 Other Expenses

7.1 Parking.

a) Airport Parking. Employees based in Austin may park in the lot or garage of their choice at or near Austin-Bergstrom International Airport for business-related travel and reasonable parking expenses will be reimbursed.

b) Valet Parking. Itemized charges for valet parking may be reimbursed if the traveler is staying at the lodging establishment or attending a meeting or conference at the establishment; otherwise, the expense is considered personal and is non-reimbursable.

c) Other. Other parking fees incurred away from an employee's place of employment while transacting U. T. System Administration business may be reimbursed. The expense must be itemized on the reimbursement request.

7.2 Cancellation or Ticket Change Fees. A cancellation or change fee is reimbursable only if the charge is incurred for a business-related reason, personal emergency, illness, adverse weather conditions, or a natural disaster and is approved by the appropriate Department Head.

7.3 Free or Discounted Travel. An employee may not be reimbursed for travel if no expense has been incurred. Receiving free transportation or lodging in exchange for mileage, points, or other non-monetary credits does not constitute an expense for reimbursement purposes. In addition, an employee may not be reimbursed for the value or cost of a discount on a travel expense unless the employee paid money to obtain the discount. Discounts received as a benefit of making unrelated purchases or conducting unrelated business with the provider of the discount are considered to be provided free to the employee. If money is paid directly to obtain a discount, then reimbursement is limited to the lesser of the cost of obtaining the discount, the amount of the discount, or the maximum reimbursement allowed for that type of travel expense.

7.4 Tips and Gratuities

a) Institutional Funds. Tips and gratuities paid with institutional funds must not exceed generally accepted standards.

b) State Funds. Gratuities may not be reimbursed when using State funds.

Sec. 8 Other Exceptions

Exceptions to this travel policy may be approved when necessary to meet special circumstances or when in the best interest of U. T. System Administration. Requests for exceptions must be documented, explained by the traveler, and approved in advance by the supervising Vice Chancellor or Executive Vice Chancellor. Exceptions may also be subject to review by the Associate Vice Chancellor, Controller.

Policy Details

Responsible office(s), date approved, dates amended or reviewed, contact information, related information, relevant system policies, procedures, and regents' rules, related forms, relevant federal and state statutes.

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• Per Diem Lookup

FY 2023 Per Diem Rates for Austin, Texas

Daily lodging rates (excluding taxes) | october 2022 - september 2023.

Cities not appearing below may be located within a county for which rates are listed. To determine the county a destination is located in, visit the Census Geocoder .

Meals & Incidentals (M&IE) rates and breakdown Footnotes

Use this table to find the following information for federal employee travel:

Breakfast, lunch, dinner, incidentals - Separate amounts for meals and incidentals. M&IE Total = Breakfast + Lunch + Dinner + Incidentals. Sometimes meal amounts must be deducted from trip voucher. See More Information

First & last day of travel - amount received on the first and last day of travel and equals 75% of total M&IE.

• I'm interested in:

Primary Destination

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government-related facility (whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and/or counties, even though part(s) of such activities may be located outside the defined per diem locality.

Meals & Incidentals

The separate amounts for breakfast, lunch and dinner listed in the chart are provided should you need to deduct any of those meals from your trip voucher. For example, if your trip includes meals that are already paid for by the government (such as through a registration fee for a conference), you will need to deduct those meals from your voucher. Refer to Section 301-11.18 of the Federal Travel Regulation for specific guidance on deducting these amounts from your per diem reimbursement claims for meals furnished to you by the government. Other organizations may have different rules that apply for their employees; please check with your organization for more assistance.

First & Last Day of Travel

This column lists the amount federal employees receive for the first and last calendar day of travel. The first and last calendar day of travel is calculated at 75 percent.

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Need more information?

• Rates for Alaska, Hawaii, U.S. territories and possessions (set by DoD)
• Rates in foreign countries (set by State Dept.)

Related topics

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• POV mileage reimbursement rates

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.