ut austin travel per diem

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Enrollment management travel policy.

For meal reimbursement during travel with an overnight stay, the traveler can choose either per diem at the rate of $51 per day (no receipts required) or an actual itemized reimbursement (itemized receipts required).  If meals exceed $51, itemized receipts are required.

Destination Daily Limits

Partial day travel may be reimbursed for meal expenses up to the following per diem amounts:

Note: Staff who attend a business conference where daily meals are provided (ex. breakfast, lunch, or dinner), staff will not be reimbursed the full day per diem rate.  Staff will only be reimbursed for meals not provided by the conference using the partial day per diem rates.  Example: If conference provides breakfast and lunch, the staff can only be reimbursed using the dinner per diem amount

GSA Reimbursement Rates only for use by UGS Staff who travel on 20 or 14 accounts:

• Search GSA Per Diem Rates
• GSA Meals & Incidental Expenses Breakdown
• If unsure which travel account is used for your department, please contact  [email protected]  

UT Travel Policy

11.5. Travel Reimbursements - General Information

11.5.1. Transportation

11.5.2. Meals and Lodging

11.5.3. Other Expenses

11.5.4. Receipts

11.5.5. Non-Employee Travel Reimbursement Procedures

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PRC Service

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/

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

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HOP 2.1.1 Travel Policy

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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Travel Reimbursement

Purpose/scope.

• Student employees traveling for reasons related to their employment, regardless of funding source.
• Students participating in study abroad, national student exchanges, student teaching, internships, practicums, observations and those attending athletic events held out of town, including National Collegiate Athletic Association (NCAA) Division I athletes attending NCAA athletic activities or events.
• Prospective employees, prospective students, consultants, and guests traveling to UTSA for purposes such as employment interviews, recruitment visits and providing professional services.

Travel costs are primarily regulated by the following governing authorities:

• TexComp.TRA
• TexComp.GAA
• bor.home.ut requires institutions to issue travel regulations covering authorization for travel and reimbursement for approved travel
• Official interpretations of the Travel Act as made by the Texas Comptroller of Public Accounts
• irc.162.pdf (regulations and various rules) stipulate those expenditures that may be treated as non-taxable reimbursements and the corresponding documentation requirements
• The gov.gsa.web
• UT Systemwide requirements for specific areas such as the use of the contracted travel and car rental agencies, Presidential travel and spousal travel.

University Guidelines

Table of contents.

• Reimbursement Accountability
• Accessing the GSA Per Diem Rates Website
• Department Authorized (Lower) Rates
• UT Systemwide Contracted Travel and Car Rental Agencies
• Travel Expense Account Codes
• Funding Restrictions
• Cancellation, Lost/Stolen Fees or Fees Incurred Due to Travel Changes
• Mileage Rate for Personal Vehicle Use
• Rental Vehicles
• Mass Transit, Taxi or Limousine

Fare Class Restrictions

• Aircraft Charter
• Meals and Incidental Expenses (M&IE)
• Contract Hotels
• Shared Lodging
• Lodging Rate Increases
• Related Taxes
• Recalculating Hotel Taxes – State Funds Only (Fund 21xx)
• Conference, Seminar, Workshop or Training Courses
• Other Expenses
• Travelers with Disabilities
• Prospective Employees/Students and Consultants
• Student Athletic Team and Student Group Travel
• Funds Owed to the Traveler (travel reimbursement)
• Funds Owed to UTSA (excess travel advance funds)

Foreign Currency Receipts

Supporting Documentation for Expense Reports

Documentation Retained by Departments/Colleges

• Trips Including Personal Travel
• Spousal Travel
• Exceptions Authorized for Non-Use of Mandated Travel Agencies
• Non-Compliance Consequences

A. Overview

UTSA travel should be planned to achieve maximum savings and efficiency. Specific fare class regulations are detailed in Section H.5. Commercial Air .

A Traveler may be reimbursed for meals, lodging, transportation and other expenses while traveling on official UTSA business, as determined by UTSA and TexComp.TxTravel.

Reimbursement for airfare and car rental expenses requires the use of UT Systemwide- contracted travel and car rental agencies . Prior approval for all official business travel outside of the Traveler’s designated headquarters is required for absences during the normal working period, whether or not there is a cost to UTSA. The Traveler must complete a Travel Authorization (TA) in UTShare/PeopleSoft, and the TA must be approved by the Traveler’s supervisor prior to being eligible for reimbursement. (See fmog.0901.utsa)

Travel should not be authorized for reimbursement unless funding is available for the estimated amount of approved expenses. Before submitting documents for reimbursement, the Traveler should ensure that all travel costs have been included, as partial reimbursements are generally not allowed.

Effective September 1, 2017, all new employees who will travel for any reason using UTSA funds must take the Online Travel Authorization Workflow (PS 0307) and Online Expense Report Workflow (PS 0308) training courses before traveling. NOTE: A TA is not required for travel within the Traveler’s designated headquarters.

B. Reimbursement Accountability

UTSA follows IRS rules for travel reimbursements, which allow amounts paid under an accountable plan to be non-taxable to the Traveler.

• The authorized travel must have a business connection;
• Travel expenses must be substantiated – adequately accounted for within 120 days after travel has been completed following UTSA processes; and
• Any advance amount paid in excess of authorized travel expenses must be returned to UTSA as soon as the overage is known and no later than when the Expense Report is submitted.

C. Reimbursement Rates

Reimbursement rates for meals and incidental expenses (M&IE) and lodging differ, depending on the travel destination and the first and last calendar day of travel.

• Travel and business fill more than eight hours of the day and meals are not provided (e.g. a same day trip involving airline travel)
• Travel is not funded by state funds
• Travel is outside Bexar County

As required by the State Comptroller, UTSA adheres to the GSA per diem reimbursement rates as the method for determining maximum meal and lodging rates for all official business travel.

NOTE: GSA incorporates the U.S. Department of Defense rates for Alaska, Hawaii, U.S. Territories and Possessions and the U.S. Department of State rates for international travel.

Reimbursement for M&IE for the first and last calendar day of overnight travel is calculated at 75% of the per diem rate for domestic travel only.

EXAMPLE: If the per diem rate is $74, then the rate for the first and last day of travel is $55.50. For more examples, including a per meal breakdown, see the gov.gsa.mie Breakdown website.

1. Accessing the gov.gsa.pdr Website

See the websites linked below to locate current rates for:

• Ensure the correct fiscal year is selected in the Find Rates for drop-down menu (located at the top right-hand corner of the U.S. map image)
• If the destination city/state is not listed, use the rates located in the Standard Rates column.
• Ensure the correct month and fiscal year is selected from the Previous Rates drop-down menu.
• If destination location does not appear in the Post Name column, use the rates that appear in the Other post name row.
• Ensure the correct month and fiscal year are selected from the PUBLISHED drop-down menu.
• If the destination location does not appear in the COUNTRY/STATE drop-down menu, use the rates that appear after selecting the OTHER FOREIGN LOCALITIES row.

2. Department Authorized (Lower) Rates

Reimbursement rates may be lower than the GSA per diem rate, but those differences will not be monitored by DTS. If applicable, departments must notify the Traveler before traveling. Meal and lodging expense limitations must be listed on the Expense Report or Travel Reimbursement Settlement (TRS) form, if applicable.

NOTE : Departments may add comments on the TA as advance notification to the employee when entering an M&IE per diem that is different from the GSA reimbursement rate; however, these comments are used for department reference only and are not monitored by Disbursements and Travel Services (DTS).

D. UT Systemwide Contracted Travel and Car Rental Agencies

Effective May 13, 2013, UTSA travel arrangements must be made through Corporate Travel Planners (CTP) or Anthony Travel, Inc., (ATI). Additionally, all UTSA car rentals must be made through Avis/Budget, Enterprise/National, or Hertz.

As required by the UT Systemwide contracts, reimbursements to Travelers for airfare and car rental expenses are allowed when purchased through the approved travel agencies (CTP or ATI) or car rental agencies (Avis/Budget, Enterprise/National, or Hertz).

Travelers have the option to purchase airfare by contacting the full service travel agents at either CTP or ATI, or by using the CTP online reservation tool Concur.

Travelers may also use Concur to purchase airfare and make hotel and car rental reservations at their convenience for both domestic and international travel.

E. Travel Expense Account Codes

Travel expenses must be coded to the appropriate UTShare/PeopleSoft Account code for the location of travel and the type of expense. The Department Manager is responsible for ensuring that the appropriate Account code is charged when approving travel reimbursement documents. A travel expense account code list, Travel Account Codes is available in Job Aids section within the Travel Reimbursement Process training class webpage. 

F. Funding Restrictions

• Sponsored projects (Fund 5100-5499): Require advance approval from the appropriate Research Service Center (RSC) before DTS may approve.

NOTE: Additional restrictions may apply when using federal grant funds for commercial air travel. See the gov.gsa.faa or contact the UTSA Travel Agencies for assistance.

• Gift funds (Fund 5500 – 5699): Must comply with the terms and conditions of the donor, if any.
• State funds (Funds 2100 – 2199) – In addition to restrictions noted in this guideline, see fmog.0301.utsa and fmog.0901.utsa for restrictions

G. Cancellation, Lost/Stolen Fees or Fees Incurred Due to Travel Changes

• Change in business needs
• Natural disaster
• Personal emergency or illness

Travelers must specify the reason for the cancellation when completing the Expense Report and must submit a receipt as proof that the cancellation charge has been paid.

H. Transportation

Travelers are entitled to be reimbursed for transportation charges incurred while conducting official UTSA business. The most cost effective method of transportation available should be selected.

1. Mileage Rate for Personal Vehicle Use

The mileage reimbursement rate is inclusive of all expenses associated with the Traveler’s use of the Traveler’s personal vehicle. The reimbursement may not exceed the product of the actual number of miles traveled for official business and the maximum mileage reimbursement rate per TexGov.Ch660.042. For current and prior year mileage reimbursement rates see the TexComp.TxTravel.

The number of miles traveled for official UTSA business is determined by the Traveler’s departure point to the Traveler’s destination point. The State of Texas requires that UTSA adopt a single online verification method to verify mileage reimbursement. UTSA has adopted MapQuest®, which is the same method used as the State Comptroller’s Office.

• Traveling to and from the airport: The Traveler may be reimbursed for mileage to and from the airport (as well as parking at the airport). If a Traveler is dropped off and/or picked up (versus parking at the airport), they may receive reimbursement for two round trips to the airport (one for drop off and one for pick up, as applicable).
• Traveling outside of the Traveler’s designated headquarters: Must be associated with an approved TA . Such reimbursements are allowed using the UTShare/PeopleSoft Expense Report when the cost of using the Traveler’s personal vehicle is the most cost effective or only mode of transportation. NOTE : The Mileage/Parking Log for Travel Reimbursement may be used as a tool to track multiple trips made by a Traveler; however, it is not required and should not be included when completing the Expense Report.
• Traveling within the Traveler’s designated headquarters: Must be supported with an approved Mileage/Parking Log for Travel Reimbursement . NOTE: Personal vehicle travel within the Traveler’s designated headquarters may be reimbursed without a TA.
• The employee is not a Vice President or Dean; or an individual whose base salary has been set to include a car allowance; or an individual who receives supplemental pay as a car allowance, unless otherwise approved by the President.
• The mileage is not for travel between UTSA campuses or leased facilities unless approved by the appropriate executive officer per HOP4.28 and Associated Locations, or routine business lunches within Bexar County.

Parking expense reimbursement is allowed when traveling on official UTSA business, including attending meetings or training at off-site locations.

• Event occurring within the Traveler’s designated headquarters and no additional meal cost: When authorized, should be reimbursed via a completed Mileage/Parking Log for Travel Reimbursement form with an original receipt included
• Event occurring within the Traveler’s designated headquarters with additional meal cost: When authorized, can be reimbursed via a completed Business Expense Form (BEF) with a scanned receipt included .
• Event occurring outside of the Traveler’s designated headquarters: Parking must be tied to a TA with a scanned receipt included.

3. Rental Vehicles

Travelers are entitled to reimbursement for the cost of renting a vehicle to conduct official UTSA business, when using the UT Systemwide contracted car rental agencies .

• Enterprise/National Holdings
• Avis/Budget

Travelers may complete the car rental reservations by directly contacting the approved car rental agency, making reservations online at the car rental agency website, or by using one of the approved travel agencies or Concur.

Travelers may be exempt from paying the motor gross rental receipts tax when the vehicle is rented in Texas with any car rental agency, but they are not exempt from paying other taxes collected by the car rental agency.

To qualify for the exemption, Travelers must print a Motor Vehicle Rental Exemption Certificate prior to the trip and obtain their supervisor’s signature in the Authorized person field. The remainder of the form, such as vehicle make, model and vehicle identification number is completed at the rental counter when picking up the vehicle.

If a Traveler fails to provide this certificate, the Traveler may not be reimbursed for the motor gross rental receipts taxes charged. However, if the Traveler provides the signed certificate to the car rental agency and the car rental agency does not honor it, the Traveler may be reimbursed when submitting the Expense Report.

• GPS Navigation System
• Gas fill-up service
• Insurance charges (for non-State contracted rentals only): UTSA Travelers must accept Collision Damage Waivers (CDW) and liability insurance products when using a non-State contracted rental agency
• Additional driver charges: The additional driver must also be a UTSA employee and the reason for the charge must be business related
• Failure to use the approved car rental agencies
• Expenses incurred for personal use of the rental vehicle, including fuel expenses
• Insurance charges (for State contracted rentals only): UTSA Travelers must waive Liability and Loss/Damage Waiver (LDW) insurance as State-contracted rental car costs include these products in the base rate
• Additional driver costs, if the additional driver is not a UTSA employee
• The name of the approved car rental company
• The name of the employee renting the vehicle: If the employee is not listed as the renter, the employee may be required to submit a statement attesting that the expense was incurred for official UTSA business
• The starting and ending dates of the rental
• An itemization of expenses incurred
• Proof of payment

Receipts may not be altered, unless altered by the rental agency.

If a scanned receipt cannot be provided, the Traveler may provide a cancelled check, credit card slip or credit card statement that reflects the rental charges.

4. Mass Transit, Taxi or Limousine

Travelers are eligible for reimbursement for the actual cost of transportation by bus, taxi, subway, train or other commercial transportation company, including appropriate tips, if related to official UTSA business. Documentation should accompany the request for travel reimbursement.

The cost of a limousine when shared by Travelers is allowed when conducting official UTSA business only if the cost incurred is less than the most cost effective transportation.

If a taxi or limousine is shared by two or more UTSA Travelers, then only the Traveler who paid for the transportation may be reimbursed for that expense.

UTSA Travelers are also entitled to be reimbursed for the cost of other modes of transportation if incurred to conduct official UTSA business.

Examples of other modes of transportation include, but are not limited to ferry or water taxi.

5. Commercial Air

Travelers are entitled to be reimbursed for the actual cost of commercial air transportation incurred to conduct official UTSA business when purchased through CTP, ATI or Concur to book airfare. If state or federal funds are used, then a state-issued credit card (e.g. CLIBA or TAC) must be used to purchase airfare.

Travelers may use any airline, but are encouraged to take advantage of the additional UT System discounts negotiated with American, United, Southwest and JetBlue.

Purchase of state fares and UT System negotiated discounted fares requires the use of the state issued Corporate Liability Individual Billed Account (CLIBA) card or Travel Advance Card (TAC). Failure to use the State issued CLIBA card or TAC may result in delayed reservations or additional fees imposed by the airlines.

In addition to airfare, additional fees assessed by the airline may be reimbursed, such as baggage charges; however, the fees must be business-related and charged to the traveling employee. All other fees must be business related and charged under the traveling employee’s name. Fees for priority boarding status will not be reimbursed.

• Name of the employee
• Ticket number
• Confirmation number
• Class of transportation/fare basis code, if applicable
• Travel dates
• Origin and destination of each flight
• Method of payment

If the airline ticket is purchased thru the travel agency or Concur, the employee can use an itinerary printout as the submitted receipt, if it includes the information noted above.

If the airline ticket is purchased with a CLIBA card, TAC or personal credit card, the Traveler may provide a copy of the credit card statement in lieu of an original receipt. The credit card statement must include the above information.

University travelers are under an obligation to properly steward university resources by travelling as economically as possible without sacrificing basic travel comforts, such as an assigned seat or carry-on baggage storage.

In accordance with UTS191, the President and their spouse may upgrade their fare class for travel to destinations with travel times of five (5) hours or more. If the Executive Vice Chancellor approves, the President and their spouse may upgrade a trip for travel times of less than five (5) hours. The Executive Vice Chancellor approval must be attached to the Travel Authorization. UTS 191 defines a travel upgrade to include, but not be limited to, premium economy, business class and/or first class.

• Provost for all Academic Affairs faculty or staff;
• The Vice President for the faculty or staff in his/her respective area;
• President or approved designee for all Vice Presidents.

Requesting first class or business class travel requires a strong justification. Justification must be documented on the Airfare Class Approval Form. Even if a first/business class fare results from the need for a fully refundable ticket, the traveler still must obtain approval. Approval should be documented by attaching an approved Airfare Class Approval Form to the Travel Authorization. This approval must be obtained in advance to the department purchasing the ticket.

All first/business class exceptions approved require the use of gift funds or proof of a fund source that specifically allows travel exceptions. The gift fund or other allowable funding source must minimally be used to cover the difference between economy class and the purchased fare class. Federal regulations prohibit the charging of first/business class air travel or other upgrades beyond the basic fare to federally-sponsored projects except in specific situations authorized by 2 CFR Section 200.475 (e) .

Fees charged by travel vendors associated with splitting any fare class upgrade costs between multiple funding sources must be paid by either the traveler or the department paying for the travel. Federal funding associated with sponsored projects cannot be used to pay for the additional fees related to splitting the cost between funding sources.

Reimbursement for tolls paid by a UTSA employee while traveling in a personally owned, leased, rented, or state owned vehicle are allowable if for official UTSA business.

Travelers are not required to submit a receipt; however, the expense must be documented on the Expense Report.

7. Aircraft Charter

Per bor.20601.ut policy, any leased or chartered aircraft will be used only in the conduct of official State business and in compliance with the travel regulations contained in Section 2205.001 et seq., Texas Government Code and any other laws applicable to the use of state-owned or leased aircraft.

All use of chartered aircraft must be authorized through established contracting procedures and be approved by the Vice President of Business Affairs to ensure compliance with reporting requirements.

UTSA will not reimburse a Traveler for use of the Traveler’s privately owned aircraft even if used for official UTSA business.

I. Meals and Incidental Expenses (M&IE)

Travelers are entitled to be reimbursed for the gov.gsa.pdr for overnight travel, even if the entire amount is not used. The GSA per diem reimbursement rate differs for the first and last calendar day of travel. See Reimbursement Rates for more information.

NOTE: Incidentals covered by the M&IE per diem rate total $5 and are intended to include tips given to porters, baggage carriers, bellhops, hotel maids, etc.

If the Traveler is attending a conference, seminar or workshop that includes meals, then a department may reduce the amount of the per diem reimbursement rate. See Department Authorized (Lower) Rates for more information.

Travelers are not required to provide meal receipts for reimbursement as long as the per diem is not exceeded (includes domestic and international travel destinations). If the per diem rate is exceeded, then the Traveler must submit scanned receipts.

NOTE: If the receipt contains an amount that is listed in foreign currency, see Foreign Currency Receipts for more information.

Travelers are entitled to be reimbursed for actual lodging expenses – up to the gov.gsa.pdr for their travel destination — when traveling on official UTSA business as long as the expense is incurred at a commercial lodging establishment.

If the lodging expense exceeds the per diem reimbursement rate, then the Traveler must substantiate the reason for the higher rate. See Lodging Rate Increases for more information.

Lodging expenses incurred the night before official UTSA business has started and the night after official UTSA business has ended are reimbursable.

The Traveler must provide a scanned receipt to be eligible for reimbursement. If the lodging was paid with a CLIBA card, then the receipt would be included with the CLIBA card payment documentation and does not need to be included with the Expense Report.

• The name and address of the commercial lodging establishment
• The name of the employee
• The single room rate
• A daily itemization of the lodging charges
• Proof of payment.

If a lodging receipt is unavailable, a canceled check, credit card slip used to pay the lodging expense or a credit card billing statement may be provided when submitting the reimbursement request.

1. Contract Hotels

UTSA strongly encourages (but does not require) Travelers to use State-contracted hotels. Travelers should contact hotels to request the government/state rate, and book using that rate wherever possible. Travelers may make hotel reservations by contacting the hotel directly, making reservations online at the hotel website, using Concur, or using the approved travel agencies.

UTSA has opted out of using the State of Texas Hotel Engine.

2. Shared Lodging

When at least two Travelers share and pay for lodging expenses, each Traveler will be reimbursed for his or her share of the expense, up to the maximum daily lodging reimbursement rate.

If the lodging expense is paid for by only one of the Travelers, then the non-paying Traveler’s name and TA number must be referenced on the Expense Report.

3. Lodging Rate Increases

• Conference Hotel
• Recommended Hotel
• Safe lodging is not available for less than or equal to the maximum lodging reimbursement rate
• Other costs, such as car rental and parking, will be avoided that will result in a decreased total cost of travel
• Other business reasons: the Traveler must document all relevant circumstances

If the lodging expense is paid from state funds (Fund 21xx), the Traveler must detail the costs that are avoided, such as car rental or parking, as a result of staying at the lodging establishment.

Lodging rate increase requests must be approved by the Traveler’s supervisor in advance of travel via the TA or when requesting a travel advance .

4. Related Taxes

UTSA Travelers are exempt from paying the hotel occupancy tax when traveling in Texas; however, they are not exempt from paying county, municipal, or other tax collected by a commercial lodging establishment unless an exception applies. To qualify for the exemption, the employee must present a completed Texas Hotel Occupancy Tax Exemption Certificate upon check-in.

If the Traveler fails to provide the completed certificate to the commercial lodging establishment, they may not be reimbursed for the hotel occupancy taxes charged. However, if the Traveler provides the completed certificate to the commercial lodging establishment and the commercial lodging establishment does not honor it, the Traveler may be reimbursed when submitting the Expense Report.

Travelers who experience this latter situation must report the lodging establishment to the State Comptroller’s Office.

5. Recalculating Hotel Taxes – State Funds Only (Fund 21xx)

If the lodging expense is greater than the maximum lodging reimbursement rate and the lodging rate increase is not approved, the Traveler must ensure the hotel occupancy tax and similar taxes are also adjusted (in addition to the adjusted lodging expense) when submitting the Expense Report.

K. Conference, Seminar, Workshop or Training Courses

Travelers may be reimbursed for registration fees for attending a conference, seminar, workshop or training course. Registration fees must be listed in the travel authorization and included in the Expense Report regardless of the method of payment.

Travelers must submit a scanned receipt as proof of payment. If the payment was made with the CLIBA card, the receipt only needs to be attached with the CLIBA card payment.

L. Other Expenses

Travelers may be reimbursed for other travel expenses associated with official UTSA business.

Some examples of other expenses include, but are not limited to:

• Shipping charges for materials used for official UTSA business (e.g., FedEx, UPS)
• Fees associated with placing or receiving official UTSA business related telephone calls
• Internet usage fees
• Business supplies/materials
• International phone or data charges for a trip outside the United States

These expenses should be included with the trip Expense Report, and travelers must attach a scanned receipt to be eligible for reimbursement.

M. Travelers with Disabilities

Disabled Travelers may be reimbursed for attendant care expenses for travel if such care is deemed medically necessary by a licensed physician. The attendant’s travel expenses are subject to the same rules as a Traveler and should be included when travel is authorized.

A single reimbursement request may be submitted to cover the expenses incurred by one or more attendants.

• The expenses must be charged to the Texas Identification Number (TIN) of each disabled Traveler who incurred the expenses, and each Traveler must be listed on a separate detail line.
• The TIN and name of the attendant payee must be listed on the address line.
• The supporting documentation must include documentation for each expense that will be paid or reimbursed.
• If a state agency uses an applicable federal law or regulation as authority to reimburse a travel expense, then the supporting documentation for the reimbursement must include the agency American Disability Act coordinator’s written determination that the law or regulation requires the reimbursement. The document must contain the signature of the coordinator.

Travelers must specify the reason for the charges when completing the TA and Expense Report and must attach the physician’s determination.

Additional charges incurred to assist a disabled Traveler, such as tips and transportation expenses are also reimbursable. Travelers must attach an original receipt as proof of the charge when submitting the reimbursement request.

N. Prospective Employees/Students and Consultants

Prospective employees/students and consultants may be reimbursed for the actual cost of meals and lodging – not to exceed the GSA per diem rate for San Antonio – and appropriate transportation expenses.

If UTSA is making the travel arrangements or using a CLIBA card, then use of the travel agencies and car rental agencies is required.

Prospective employees, prospective students or consultants who are making their own travel arrangements and paying for airfare or car rental expenses out of pocket may use the travel agency, car rental agency or on-line reservation tool of their choice.

The reimbursement should be processed using a non-PO voucher and must list the title of the position for which the prospective employee was interviewed or evaluated, and original receipts must be attached.

O. Student Athletic Team and Student Group Travel

UTSA athletic travel and student group travel are not required to use the mandated travel and car rental agencies, although they must adhere to the other travel reimbursement requirements.

If the NCAA allows an athletic team to incur travel expenses not normally allowed for other UTSA Travelers, the Athletic Director or designee is responsible for compliance with NCAA regulations. When such expenses are included in a travel reimbursement, the Athletic Director or designee signature certifies compliance.

Athletic and student group travel related expenses must be substantiated by attaching a list of student names that traveled, or a copy of the Student Travel: Request for Authorization form for each traveling student must be included in the Expense Report. The log sheet should include each Traveler’s name, amount received and the Traveler’s signature, which certifies the expense.

P. Settlement of Travel Expenses

Travelers should settle travel related expenses within 30 days after returning from travel via a properly executed Expense Report in UTShare/PeopleSoft.

All expenses must be included on the Expense Report, regardless of the method of payment. If the employee did not pay out of pocket, the expense must be marked as non-reimbursable on the Expense Report, so that the employee is not reimbursed for that item.

• Registration/conference fees (regardless of the method of payment)
• Car rental and/or mileage
• Incidentals (baggage fees, taxis, etc.)

If the total of the Expense Report is greater than 10% or $250 (whichever is higher) than the approved TA, then a TRS form will need to be attached to the Expense Report. In that situation, the TRS form must be signed by the employee and the employee’s supervisor.

• The Expense Report is past due
• Expenses will be reimbursed
• DTS will notify the department that the Expense Report is past due

Effective September 1, 2017, if an Expense Report is submitted 120 days or more after the travel date:

• The full amount of trip or non-travel related expenses will be processed as taxable income to the employee
• Once taxation has occurred, it will not be reversed
• Exceptions will only be granted for the “rare” case when an individual was not reasonably able to submit the Expense Report (e.g., extended illness)
• Department turnover in administrative staff will not be approved as an exception
• *Note: Expense Reports that were paid at more than 120 days past due between November 1, 2016 and September 1, 2017 are provided a grace period and have not been taxed due to the significant change in processes at November 1, 2016.

NOTE: If travel expenses are paid using a TAC and/or CLIBA card, then the travel card must be paid in full by the internal due date (20th of each month), even if the Traveler has not returned from the trip. See How to Make a Payment , a section of the fmog.0903.utsa for details.

1. Funds Owed to the Traveler (travel reimbursement)

The department must process an Expense Report in UTShare/PeopleSoft, which will reimburse the Traveler for any out of pocket expenses.

Travelers who fail to use the required travel agencies and car rental agencies are subject to the consequences listed in Exceptions and Non-Compliance .

The payment method is the default payment type selected in the employee’s payroll system profile.

2. Funds Owed to UTSA (excess travel advance funds)

Travelers must return excess travel advance funds to UTSA, except for meal expenses less than the GSA per diem rate. For more information, see Excess Travel Advance Funds , a section of fmog.0902.utsa.

Q. Processing Expense Reports

If seeking reimbursement for out of pocket expenses or to close out a trip, an Expense Report must be completed and approved in UTShare/PeopleSoft. The Expense Report will route via workflow to the following, with email notifications at each point:

• Traveler or his/her delegate for expense certification
• Budgetary Approval (Cost Center Approver and/or Principal Investigator)
• Other Approvals (Grants Project Manager, Research Service Center, Capital Projects Program Manager, etc. as applicable)

The Expense Report workflow does not include the employee’s supervisor, since the TA was already approved by the supervisor. If the Expense Report is greater than 10% of $250 (whichever is higher) than the TA, then a TRS form approved by the supervisor must be attached to the ER. See Settlement of Travel Expenses for more information.

Travelers/employees log into UTShare/PeopleSoft to certify the Expense Report. An employee has the option to delegate the certification of expenses to a department employee who is not the creator of the Expense Report. The employee must complete the Delegation of Travel & Expense Workflow form and send it to the Business Information Services for processing. The form is completed only once, unless a new delegate is designated.

However, when an employee delegates the certification of expenses, the creator must prepare and the employee must sign a TRS form acknowledging the expenses for each trip. In that situation, the TRS form must be attached to the Expense Report.

For detailed instructions see the Travel Reimbursement Process training.

Travelers may receive a receipt with an amount that is listed in foreign currency. If the U.S. dollar (USD) equivalent and exchange rates are not listed on the receipt, then the Traveler must obtain these items prior to submitting a reimbursement request.

Obtaining the USD equivalent for the actual expense incurred depends on the source of payment made by the Traveler. If the item/service was purchased with:

Credit card or debit card: Obtain the applicable bank, credit card or other statement that reflects the exchange rate and USD equivalent.

Cash: Obtain the total USD equivalent for each expense type (e.g., meals, lodging, gas) from the oanda.aer website.

• Enter the expense type total in the Convert amount field.
• If you are traveling for less than four weeks, select Week .
• If you are traveling from one to three months, select Month .
• If you traveling from three to 12 months, select Quarter .
• If you are traveling for 12 months or longer, contact DTS for assistance.

Exceptions to these conversion methods must be approved by DTS.

• Select the travel start month in the Starting Date field.
• Select the travel ending month in the Ending Date field.
• Select the travel destination currency type from the Base Currency list.
• Select US Dollar , USD from the Quote currencies list.
• Click Get Table . The Average Exchange Rates table appears.
• Obtain the total USD amount from the appropriate bid column.

Travelers must scan and attach to the Expense Report all required documentation prior to submission. The Expense Report includes the TRS Form (if applicable) and supporting documentation, including receipts.

The Traveler’s name should be included on the top of each sheet.

Supporting documentation, including receipts when required, should be organized in chronological order and by expense type. If a receipt is smaller than 8.5 x 11 inches, you may tape multiple receipts to a blank sheet of 8.5 x 11 inch paper. For additional information see: Travel & Expense Scanning Requirements .

• TRS form, if applicable
• Hotel A receipt from 01/01/XX – 01/02/XX
• Hotel B receipt from 01/02/XX – 01/03/XX
• Meals and Incidental Expenses (M&IE) — per day amount claimed should not exceed published per diem rates adjusted to 75% for the first and last day of travel. No receipts are necessary if only claiming per diem at published rates.
• Gas receipts for 01/04/XX
• Car rental receipt paid on 01/04/XX
• Other expenses

Once received electronically, complete reimbursement requests will be processed within 10 business days. Expense Reports will be returned to the creator electronically if missing or incomplete documentation is attached.

Reimbursements charged to a sponsored project will route to the appropriate RSC electronically in the financial accounting system.

Departments may choose to retain in their department files but should not scan or attach to the Expense Report:

• UTShare/PeopleSoft screen printouts
• GSA Per Diem Rate website screen printouts
• Travel task checklist
• Event brochures/website printouts
• Lodging establishment website printouts reflecting rates
• Oanda® currency conversion website printouts
• Mileage/Parking Log for Travel Reimbursement (if applicable, see Mileage Rate for Personal Vehicle Use for more information).

R. Trips Including Personal Travel

Travel reimbursement can only be requested for business travel expenses. If a trip includes personal side trips, extended stay or expenses, those expenses must be clearly excluded from the Expense Report. A University credit card (e.g. CLIBA card) cannot be used for any personal travel. If airfare or rail travel includes both personal and business trips, the traveler must clearly document how the business expense was calculated. In most cases, this calculation should be shown by documenting the cost of the fare with and without the personal trip.

S. Spousal Travel

Spousal travel expenditures are only reimbursable when the travel is deemed to be for a business purpose. All such travel must be in accordance with UTS120 Spousal Travel Policy. UTS120 includes rules for both the travel of a Presidential spouse and for the spouses of other University employees. To obtain reimbursement for a spouse of an employee other than the President, prior written approval by the President is required.

Spousal travel must also be in accordance with other University travel guidelines, including the completion of a TAF ahead of travel.

T. Exceptions and Non-Compliance

1. exceptions authorized for non-use of mandated travel agencies.

• Travel paid by an outside entity;
• Emergency situations (flood, hurricane, etc.); or
• The contracted travel agency is unable to provide an airfare within $100 of a lower fare available from an alternate travel provider, with apples-to-apples comparison (this exception requires advance approval of the Assistant Controller or Director of DTS). The Traveler must contact the travel agency for a price comparison. The Traveler must document the travel agent name, the travel agency contacted (CTP or ATI), and the date and the time that the agency was contacted. DTS will verify the pricing with the travel agency. If the exception is approved, note exception approval received in the comments section of the TRS form. Failure to do this for the apples-to-apples comparison will result in non-compliance.

2. Non-Compliance Consequences

All Travelers are required to use the approved travel agencies and car rental agencies. Failure to comply with this requirement will result in the following implications:

1st violation : Management will be notified. The Traveler (and travel arranger – as relevant) will receive a reminder along with a copy of this guideline. Attending a travel information training session will be encouraged.

2nd violation : Management, including Vice President, will be notified. The Traveler (and travel arranger – as relevant) will receive a second reminder. Prior to future travel, both Traveler and travel arranger will be required to attend a travel training class (or attend again, as may be the case). The Traveler will be required to submit a memo to the Vice President explaining why approved agencies were not used.

Further Violations : Management, including Vice President, will be notified. The Traveler will not be reimbursed for non-compliant trip expenses. The Traveler will be suspended from future travel until allowed by the Vice President. Failure by the traveler to follow UTSA procedures may be subject to disciplinary action by the traveler’s supervisor in accordance with the appropriate policy.

Employees who submit an Expense Report more than 120 days after the travel/expense date will be subject to the following implications, in addition to taxation of the expense:

1st violation : The Traveler’s management, up to the Dean/AVP level, will be notified of the deadline noncompliance. The Traveler will receive a reminder of the deadlines along with a copy of this guideline. The Traveler will be required to attend Online Expense Report Workflow (PS 0308) training course. The Expense Report creator will be required to attend Travel Reimbursement Process (PS 0310) training course, if he or she has not attended it within the last year.

2nd violation : Management, including Vice President, will be notified. The Traveler and Expense Report creator will receive a second reminder. Prior to future travel, the Traveler will be required to attend (or attend again, as necessary) Online Expense Report Workflow (PS 0308) training course, and the Expense Report creator will be required to attend Travel Reimbursement Process (PS 0310) training course. The Traveler will be required to submit a memo to the Vice President explaining why the Expense Report was not completed within 120 days from the travel/expense date.

Further Violations : Management, including Vice President, will be notified. The Traveler will be suspended from future travel until allowed by the Vice President. Failure by the traveler to follow UTSA procedures may be subject to disciplinary action by the traveler’s supervisor in accordance to the appropriate policy.

Related Forms

• Airfare Class Approval Form
• Business Expense Form (BEF)
• Declaration of Missing Evidence
• Mileage/Parking Log for Travel Reimbursement
• Motor Vehicle Rental Exemption Certificate
• Texas Hotel Occupancy Tax Exemption Certificate
• Travel Authorization Form (TAF)
• Travel Reimbursement/Settlement (TRS)

Revision History

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• Per Diem Lookup

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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.

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.

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