Plan all travel to achieve maximum savings and efficiency and ensure that each travel arrangement is the lowest possible cost, considering all relevant circumstances.

For In-State Travel - The traveler will complete a Texas hotel state tax exemption form. You will present this form to the front desk at the hotel. (This will prevent any taxes charged on your itemized bill that may cause your reimbursement to be delayed)

Mileage Reimbursement - Compare the cost of mileage to a rental vehicle. If you drive to the location, send an email to your Admin with map quest directions to and from the location.

Cost Centers with "21xxxxxx" or chart field values with a Fund containing "2100 or 2110" must use travel rules specific to state appropriated funds. 

Lodging and Meal rates must not exceed GSA federal per diem rates for the destination.
Amounts over these allowances must be charged to an alternative local cost center.

Travel to Washington DC while using State Funds for activities that involve obtaining or spending federal funds or impacting federal policies requires notification to the Office of State-Federal Relations.

International travel requires additional pre-approval from the Office of International Programs. The International Travel Request can be found in DocuSign.

An approved International Travel Request must be attached to the traveler's Travel Authorization (TA) in UT Share.

On Call - International Travel Assistance

A Travel Authorization (TA) is required for any business outside of headquarters lasting more than 4 hours, whether funded by the University or not. It is created and submitted in UT Share by department travel delegates. 

Department heads may have their own requirements for travel approvals, but a TA must always be submitted.

A TA# is required to book airfare or rental cars.

Non-Employee and Student Travelers need a temporary ID to be used in place of an Empl ID for travel-related documents. 

Non-Employee Temp ID Request

Current University employees may apply for a University Travel Card that can be used to pay for business expenses while traveling on behalf of the University. 

The Travel Card Application is found in DocuSign and requires completion of Travel Card Training.

Airline flight bookings must be secured through Concur online or one of the two UT System contracted travel agencies - Collegiate Travel Planners (CTP) or Anthony Travel LLC (ATI). All commercial flights booked by CTP, ATI or Concur are direct billed to the university.

Corporate Travel Planners:
866-366-1142 – Monday-Friday 8AM-5PM CST
210-366-1142 - After hours 

Anthony Travel:
800-684-2044 - Monday- Friday 8AM-5:30PM CST
512-617-8444 - After hours

Concur Online: Login Here

Email: utmailbox@ctptravelservices.com

Rental Vehicle vs. Mileage Reimbursement Calculator

Rental Cars must be booked with one of the following UT System contracted rental car agencies: 

Avis/Budget:
Membership Setup - Avis (One time only.)
Membership Setup - Budget (One time only.)
Member log-in (Enter your TA# in the Cost Control field.)
(email travel@uttyler.edu for AWD Number or BCD Number)

Enterprise/National:
Enterprise Portal

Hertz:
Membership Setup (One time only.)
Member log-in (Enter your TA in the Company Order/Billing Reference Number field)
(email travel@uttyler.edu for CDP Number)

Receipts for meals, lodging, and rideshare or public transportation should be itemized (with prices, taxes, and tips listed). 

Meals are reimbursed by actual amount spent, not per diem, up to the allowances set forth by the GSA. The allowances are daily rates, not to be averaged out over the travel days. 

Incidentals may be reimbursed, including:
gas for a rental car
toll charges
baggage fees
parking fees

An Expense Report (ER) is created in UT Share to reimburse out-of-pocket travel and non-travel, business expenses. An ER is also created to pay travel card transactions through the My Wallet function. 

Department delegates need all receipts and supporting documents to attach to an ER. 

Employee Review and Certification
Once an ER is submitted by the department delegate, employees are required to review and certify their report. A Workflow Notification with a link is sent to employees' @uttyler.edu email. Without a link, an employee can log into UT Share from any browser and review their ER from the Financial Approvals tile. 

Non-Employee Review and Certification
Non-employees will certify their ER through a Non-Employee Expense Certification Form provided by the department delegate. This form should be attached to their ER before submission. 

Overages on a travel card
Exceeding meal or tip allowances using the travel card requires an employee to reimbuse the department cost center at the cashier's office. Department delegates must total a traveler's overages and document their request for reimbursement. The deposit receipt from the cashier must be attached to the traveler's ER. 

Overages out-of-pocket
Overages paid out of pocket must not be included on an ER. Meals and tip amounts will be adjusted to meet the location allowances. 

State Funded Lodging Overages
Lodging rates over the authorized amount being funded by "21xxxxxx" cost centers must be charged to an alternative local cost center.