Travel - Frequently Asked Questions

1.) What amount is reimbursed for mileage?
2.) Are meals allowed on one-day trips?
3.) Where can I find the mileage between locations?
4.) Who do I call if I need to book a rental car?
5.) Can state funds be used to pay for student travel?
6.) What is the meals breakdown?
7.) Can registration fees be paid from a "75" account?
8.) How will I reimburse a prospective employee?
9.) How do I make a change to an existing RTA?
10.) How do I know I am using the correct Define travel screens on VP5s?

11.) How do I reimburse state employees from other UT components?
12.) What expenses are reimbursable?

13.) What expenses are non-reimbursable?

14.)What about direct billings for hotels, rental cars, or centrally billed airfare? Should I encumber the amounts to pay for these expenses?

1.) What amount is reimbursed for mileage?
Mileage is reimbursed at 58.5 cents per mile (in-state and out-of-state).

2.) Are meals allowed on one-day trips?
Yes. However, the travel must be at least 6 consecutive hours outside of UT Tyler's designated headquarters. IMPORTANT: Meals reimbursed for non over-night trips are taxable and will be included on the employee's W-2 (IRS requirement).

3.) Where can I find the mileage between locations?
Use the Comptroller’s Texas Mileage Guide at http://ecpa.cpa.state.tx.us/mileage/Mileage.jsp

4.) How do I book a rental car?
Contact Faye Ingram, ext. 5981. Our contracted rental car agencies are Enterprise, Advantage, and Avis.

5.) Can state funds be used to pay for student travel?
State funds can be used for students traveling on official state business. Local funds must be used when students travel for any other purpose (debate, athletics, student government).

6.) What is the breakdown of the meal per diems, per meal?

*Percentage of per diem

NOTE: Out-of-state per diem rates can be found at http://www.window.state.tx.us/fm/travel/out_of_state/rate_sched.html

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 (CTPI) 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

1. Airline ticket
2. Rental Car
3. Taxi

Other Travel Screen

1. Registration
2. Taxes on lodging
3. Business Calls
4. Parking
5. Postage
6. Copy Charges
7. Notary Fees
8. Books purchased
9. Gasoline charges
10. 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?

1. Airline ticket
2. Rental Vehicle
3. Parking
4. Taxi
5. Business Calls
6. Facsimile Charges
7. Copy Charges
8. Postage
9. Notary Fees
10. Parking
11. Hotel
12. Books purchased
13. Foreign Travel, passport, visa charges, departure taxes
14. The cost of money orders
15. Gasoline charges, vehicle rentals (only)
16. Taxes instate occupancy (on allowed amount), out of state, all taxes (on allowed amount)

13.) What expenses are non-reimbursable?

1. Tips or gratuities
2. Excess baggage charges for personal belongings
3. Personal expenses, purchase of video tapes, alcoholic beverages, dry cleaning or laundry
4. Kennel expenses for pets
5. 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.