Travel Services

Office of Financial Services

  1. What amount is reimbursed for mileage?
    Mileage is reimbursed at 56.5 cents per mile (in-state and out-of-state).

  2. Are meals allowed on one-day trips?

  3. Where can I find the mileage between locations?
    Use Mapquest.

  4. How do I book a rental car?
    Choose one of the following UT System mandated car rental companies:
    Avis/Budget Group (Enter RTA in the Cost Control field.)
    Enterprise /National (Vehicles reserved at 1700 SSE Loop delivered to campus unless requested otherwise by phone.)
    Hertz Membership Setup (One time only.)
    Hertz Membership Login (Enter RTA in CDP field.)

  5. Can state funds be used to pay for student travel?
    No. Local funds must be used when students travel.

  6. How are meals reimbursed (breakfast, lunch and dinner)?
    Meals are reimbursable up to the maximum rate, not to exceed actual expenses.
    Follow this link for rates. Departments may adopt lower rates (employees must be notified in writing before implementation of lower rates).

  7. Can registration fees be paid from a "75" account?
    No, registration fees must be paid out of a "50" account (M&O). All other travel payments are paid out of the "75" account.

  8. How will I reimburse a prospective employee?
    A prospective employee is reimbursed the same as an employee, using VE5 and VP5 documents, but with travel type "P." The prospective employee's airfare is booked through Corporate Travel Planners (CTP) and centrally billed. Payment of a spouse's airfare from state funds is not allowed. If the prospective employee is reimbursed for a spouse's ticket, the payment must be made from a Local account. The receipts required for prospective employees are the same as those required for UT Tyler employees.

  9. How do I make a change to an existing RTA?
    Process a VE6 (only if a VP5 has not been created).

  10. How do I know I am using the correct Define travel screens on VP5s?
    Transportation Screen:
    Airline ticket
    Rental car taxi
    Other Travel Screen:
    Taxes on lodging
    Business calls
    Copy charges
    Notary fees
    Books purchased
    Gasoline charges
    Foreign travel, passport, visa charges, departure taxes

  11. How do I reimburse state employees from other UT components?
    Before travel, create a VE5 for travel authorization, using Traveler Type "N." Once travel is completed, create a VP5 voucher for payment. NOTE: The receipts required for other state employees are the same as those required for UT Tyler employees.

  12. What expenses are reimbursable?
    Airline ticket
    Rental vehicle
    Business calls
    Facsimile charges
    Copy charges
    Notary fees
    Books purchased
    Foreign travel, passport, visa charges, departure taxes
    The cost of money orders
    Gasoline charges, vehicle rentals (only)
    Taxes instate occupancy (on allowed amount), out of state, all taxes (on allowed amount)

  13. What expenses are non-reimbursable?
    Tips or gratuities
    Excess baggage charges for personal belongings
    Personal expenses, purchase of video tapes, alcoholic beverages, dry cleaning or laundry
    Kennel expenses for pets
    Hotel occupancy taxes (in-state travel only)

  14. What about direct billings for hotels, rental cars, or centrally billed airfare? Should I encumber the amounts to pay for these expenses?
    No. At this time, any amounts listed on an RTA are encumbered only to reimburse the traveler, and therefore will not be available for direct billings. It is recommended that you only encumber amounts needed to reimburse the traveler. If you expect no reimbursement to the traveler, encumber only a penny for direct billing charges. Add notes to the document when you need to indicate the amount of expected charges for airfare, etc.