THE
TRAVELER’S AID
The
University of Texas at San Antonio
Effective
September 1, 2001
Travel
Update
Table
of Contents
Introduction
Travel
Authorization
Washington
D.C.
Foreign
Travel
Travel
Reimbursement (General Provisions)
Conservation
of Funds
Official
State Business
Erroneous
Vouchers
Cancellation
or Change Charges
Free
or Discounted Travel
Weekend
Travel
Packaged
travel arrangements
Expenses
incurred while qualifying for discount airfare
Travel
while on personal leave
Lost
or stolen tickets
Employees
with disabilities
Prospective
state employees
Death
of an employee
Transportation
Mileage
Travel by rented or public conveyance
Travel by Private Aircraft
Meals & Lodging
General Rules
Prohibited reimbursements
Overnight travel in Texas
Overnight travel outside Texas but in the continental U.S.
Partial per diem for meals
Travel outside the continental U.S.
Lease of an apartment or house
Other Expenses
Reimbursable expenses
Non-reimbursable expenses
Receipts
What receipts are required?
How to assemble receipts with the
vouchers
Travel
Card
Eligibility
What
it can be used for
How
To Apply
TRAVEL
ADVANCE
Eligibility
What
can be advanced
Promissory
Notes
Requirements
State Contracted Vendors
Travel
Definitions
Specific
instructions for the completion of the rta
Specific
instructions for the completion of the Travel Voucher
Frequently
Asked Questions
The
rules and regulations covering travel reimbursement are from several
sources. The University of Texas is governed by the State of Texas Travel
Regulations Act, the General Appropriations Act, by rules and Regulations of
the Board of Regents, and by official interpretations of the Travel Act as
made by the State Comptroller of Public Accounts. The most relevant rules
have been condensed into this document for quick reference. When the rules
for local accounts differ from state accounts, the difference is noted.
Questions
concerning travel regulations should be directed to the Payroll Office Travel
Section at 458-4833.
Prior
approval for all business travel is required for absences from the campus (or
other designated headquarters) for periods of half a day or more during the
normal working period, whether or not there is a cost to The University.
A
Request for Travel Authorization (RTA) should be completed and forwarded
for approval to the department head or principal investigator. If the traveler
is the department head, approval is required by the next higher-level
administrative officer.
An
RTA should state the traveler's name, dates of travel, destination, purpose
and benefit of travel, and the account number to be charged. Appropriate
arrangements for disposition of duties must be made in advance of the
travel. If classes are to be missed, a qualified member of the instructional
staff shall be identified and approved by the Division Director as a
substitute instructor. Under normal circumstances, classes should not be
rescheduled.
Additional
approvals or preparations may also be required.
Blanket
RTA’s may be used for re-occurring one-day trips (no overnight stay), not to
extend beyond the end of each fiscal year. These trips must be for the same
purpose and benefit.
No
RTA’s are required for intra-city travel.
Before
an employee travels to Washington D. C., they should inform the Office of
State-Federal Relations. Travel forms may be submitted via e-mail to OSFR at
www.osfr.state.tx.us.
After submitting your travel plans to the OSFR, print the confirmation and attach it to your RTA.
UTSA's agency number is 743.
State
Accounts Only: Effective
November 9, 1999, foreign travel now requires the Governor’s approval.
The
Request for Governor Approval form may be found in the Public Folders
of Microsoft Outlook under UTSA Forms.
Grants & Contracts: When any foreign travel expenses are to be paid from grant
and/or contract funds, the required approvals may take the following forms: a
letter from the appropriate financial officer giving approval for use of funds
for such travel, or specific authorization for the travel may be stated in the
approved grant or contract. It is the responsibility of the Principal
Investigator to secure all necessary approvals; failure to do so will result
in disallowance of the travel expense reimbursement.
All foreign travel using local
accounts must be routed to the Vice President for Business Affairs
office after all signatures have been obtained.
Documentation
Required for Foreign Travel Requests
For
foreign exchange rate information - www.oanda.com/converter/classic
An
employee's travel must be planned to achieve maximum savings and efficiency.
The travel expenses must be the lowest possible considering all relevant
circumstances.
State
funds may not be used to pay for travel expenses associated with a training
seminar conducted for our OWN employees unless certification is provided that
(1) the travel costs are less than that of using video conference facilities,
or (2) our own or another agency's video conference facilities are not
available.
A
department may adopt expense reimbursement and payment rates lower than the
maximum rate. The department's employees must be notified in writing before
the lower rates are implemented. A copy of such notification must be filed
with the Travel Section of the Payroll Office.
Administrative
Memorandum No. 4.3 (January 1, 1991), and the Handbook of Operating Procedures
www.utsa.edu/policies/utsahop/2-20.htm
states the following: “The State regulations recognize two purposes for
travel—(1) to benefit the University, and (2) to present original research
before a national, international, regional, or state learned society.”
The
purpose of travel must clearly involve official state business and be
consistent with the legal responsibilities of the University. If, for personal
reasons, an employee is unable to reach his duty point, the employee’s
travel expenses are not reimbursable. For example, if an employee has car
trouble or becomes ill and is unable to conduct official state business,
expenses for that trip cannot be reimbursed.
Q Voucher
Requirements:
-
The
voucher must identify the duty point. If the duty point is within Texas,
only the city must be specified. If the duty point is outside Texas, the
voucher must specify the city, county and state.
-
The
voucher must state the nature of the official state business conducted at
each location.
-
Any
abbreviations or acronyms used on the voucher must clearly be defined.
The
payment of a voucher containing an unallowable travel expense does not make
future payments of like expenses proper.
A
cancellation or change charge is reimbursable only if the charge is incurred for
a business related reason, personal emergency or illness, or because of adverse
weather conditions or a natural disaster.
Q Voucher
Requirements:
-
The
voucher must specify the reason for the cancellation.
-
Attach
proof that the cancellation charge has been paid to the voucher.
-
If
the cancellation charge is for an unused airline ticket, the original
ticket must be attached to the voucher.
An
employee cannot be reimbursed for travel if no expense has been incurred.
Receiving free transportation or lodging in exchange for mileage or points does
not constitute an expense. An employee can be reimbursed for discounted travel
only if money was paid directly to obtain the discount. 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.
Q Voucher
Requirements:
-
An
original, complete, and unaltered receipt from the seller of the discount
must be attached to the voucher.
-
The
voucher must contain a detailed description of the discount.
If
official state business temporarily ends on Friday and resumes on Monday, the
employee may have the option to stay at the duty point or return to headquarters
for the weekend. If the employee chooses to remain at the duty point, expenses
for the weekend are subject to the same limitations as weekday travel. If the
employee decides to return to headquarters, the travel reimbursement would be
limited to the lesser of the expenses that would have been reimbursed had the
employee stayed at the duty point and the transportation expenses incurred
returning to headquarters and going back to the duty point.
Reimbursable
expenses are limited if an employee leaves a duty point and travels for personal
reasons to a location other than headquarters for the weekend. Weekend travel
expenses may not exceed the average weekday travel cost multiplied by the number
of days in the weekend.
If
meal or lodging expenses are mandatory and included with the registration fee,
then they are fully reimbursable. If meal and lodging expenses are not mandatory
then the reimbursement may not exceed the meal and lodging limits.
Q Voucher
Requirements:
-
An
original and complete receipt from the seller of the package must be
attached to the voucher.
-
Meal
or lodging expenses packaged with a registration fee are considered part
of the registration fee and must be charged to the same object code as the
fee. If meal or lodging expenses are not mandatory, they must be separated
from the registration fee and charged to the usual object codes for meals
or lodging.
When
an employee stays extra days at a duty point to qualify for a discount airfare,
they may be reimbursed for the travel expenses incurred if the additional
expenses plus the discount airfare are less than or equal to the average coach
airfare. It must be in the best interest of the University to allow the employee
to be absent for the extra days. The extra days may occur before or after the
official state business.
Q Voucher
Requirements:
-
The
voucher must show that additional expenses incurred are less than or equal
to the average coach airfare. The voucher must state the average coach
airfare and the source used to determine that airfare.
If
an employee on personal leave at a location outside the designated headquarters
is required to travel to a duty point, the travel expenses incurred may be
reimbursed.
The
reimbursement is not to exceed the lesser of the amount of actual travel expenses and the amount that would have been incurred had the
employee traveled from their headquarters.
When
an employee is required to return to headquarters while on personal leave,
travel expenses incurred while traveling to headquarters and returning to the
originating location may be reimbursed.
Q
Voucher Requirements:
-
The
voucher must state that the department head required the travel.
An
employee may be reimbursed for a lost or stolen ticket if reasonable care to
safeguard the ticket was exercised.
Q Voucher
Requirements:
-
The
voucher must state that the employee exercised reasonable care. The
statement must be signed by department head.
Disabled
employees may be reimbursed for attendant care expenses for travel. The
attendant's travel expenses are subject to the same rules as the employee. First
class airfare for disabled employees is allowable only if it is medically
necessary.
Q Voucher
Requirements:
-
A
statement explaining the disability and the need for additional expenses
must be attached to the voucher.
A
prospective employee who has been requested to travel for an employment
interview may be reimbursed for travel expenses in the same manner as a state
employee.
A
travel advance may not be issued to a prospective employee. Prospective
employees are not exempt from hotel occupancy taxes and may be reimbursed for
those taxes.
Q Voucher
Requirements:
-
The
term "Prospective Employee" must be listed in the title section
of the voucher.
-
The
voucher must list the title of the position for which the prospective
employee is being interviewed.
-
The
voucher must include a daily itemization of the meal and lodging
expenses.
The
University may pay the cost of transporting an employee's body to the employee's
headquarters. The amount paid may not exceed the amount that would have been
reimbursed if the employee had not died. The payment may not be paid directly to
the company transporting the body.
The
mileage rate for fiscal year 2001/2002 is 34.5 cents per mile. Mileage is
determined by "The Official State Mileage Guide." This guide
can be accessed in *DEFINE with the GG2 command. The distance listed in the
mileage guide usually is the maximum number of miles an employee may be
reimbursed. However, the distance between two locations as listed in the mileage
guide is not the maximum if one or both locations is not listed by the mileage
guide as a measuring point, and the mileage claimed is itemized on a
point-by-point basis. The mileage for city to city can also be found on the
Worldwide Web www.window.state.tx.us/comptrol/texastra.html.
The
Handbook of Operating Procedures 4.28 (A&B) www.utsa.edu/policies/utsahop/Chapter4/4-28.htm
states that ordinary travel to an assigned work location is not reimbursable.
Travel between the UTSA 1604 Campus and UTSA Downtown Campus is not
reimbursable.
Q Voucher
Requirements:
-
The
voucher must state that travel was by a personally owned or leased motor
vehicle.
-
Travel
locations must be identified on the voucher, and mileage must be itemized
on a point-to-point basis.
Coordination of
travel (carpooling) must occur when two to four employees, employed by the
same department, travel from the same headquarters to the same duty point at
the same time. When coordination of travel is required, only one of the
employees may be reimbursed for mileage. However, mileage incurred to
travel to a pick up point by other employees may be reimbursed.
Coordination of travel is not required if it is determined unfeasible for
business reasons.
Q Voucher
Requirements:
-
When
coordination of travel is determined to be unfeasible, a copy of that
determination must be attached to each persons voucher. The determination
must specifically say that coordination of travel is unfeasible and list
the business reasons.
With
the exception of tolls and parking expenses, reimbursement of mileage is
inclusive of all expenses associated with the operation of a personally owned or
leased vehicle.
An
employee may be reimbursed mileage for travel between the employee’s home and
the nearest airport. If travel occurs during work hours, reimbursement may not
exceed the reimbursement that would be received had the employee traveled from
headquarters to the airport. The scheduled departure and arrival times of the
employee's flight determines whether the travel to the airport was during work
hours.
An employee may be
reimbursed for the mileage incurred by another person transporting the
employee to the airport. The reimbursement may not exceed the reimbursement
that would have been paid if the employee had parked at the airport.
Commercial Air
The
reimbursement for commercial air transportation may not exceed the cost of
the contracted airfare. With the exception of a reimbursement from Grants
and Contracts, first class airfare may be reimbursed if it was the only
available airfare. Internet airfare or published airfares open to the
general public may be used; however, the total of the airfare and any
penalties/restrictions costs may not exceed the state contracted rate.
Under
no circumstances should a matched airfare be used. A matched
airfare is a rate that is only offered to state business travelers and
not to the general public by an airlines that did not receive the State’s
contract award.
Q Voucher
Requirements:
-
The
voucher must state that first class airfare was the only available
airfare.
When
an employee combines business and personal air travel, expense reimbursement
may not exceed the amount airfare would have been had it not included
personal travel. If that amount is not exceeded, the entire airfare may be
reimbursed.
Federal taxes on airfare
are reimbursable
Rented vehicle
When
an employee uses a rental vehicle for both personal business and state
business, only the portion attributable to state business may be reimbursed.
Rental expenses may not be reimbursed if the rental was necessary only
because the employee combined personal and state business.
If
a rented vehicle is shared by two or more employees, only the employee who
paid the cost of renting the vehicle may be reimbursed.
Charges
for liability insurance supplements, personal accident insurance, safe trip
insurance and personal effects insurance are not reimbursable.
The charge for an additional driver is reimbursable only if it is for
another state employee. A collision damage waiver or a loss damage waiver is
reimbursable unless the waiver is included in the contracted rental rate.
A
purchase order may be used for direct billing purposes ONLY when the
rented vehicle will be used to transport five or more employees.
Frequent flyer miles and other
discounts
Frequent
flyer miles that are earned as the result of a business trip should be used
for business purposes.
An
employee may be reimbursed for the cost of a buy one, get one free
promotion. The amount of reimbursement is limited to the charges shown on
the ticket with the employee's name.
Out-of-State
travel in a personally owned vehicle
Reimbursement
is limited to the lower of average coach airfare and related expenses or
mileage plus allowable meals and lodging. When additional employees are
transported, the average coach airfare of each employee should be used in
the comparison.
Travel
by mass transit, taxi, or limousine
Receipts
are not required when traveling within a city by public transportation.
However, if public transportation is used between cities, receipts are
required.
The
cost of limousine transportation may be reimbursed only if it is the lowest
transportation available.
State
accounts may not reimburse tips. Local accounts may reimburse tips limited
to 15%.
Employees
may be reimbursed for travel in personally owned or leased aircraft at the rate
of 40 cents per highway mile for single engine aircraft and 55 cents per highway
mile for twin engine.
An
employee may be reimbursed for the cost of renting or chartering an aircraft if
the Aircraft Pooling Board provides written approval. An employee may rent or
charter an aircraft if a state-owned aircraft is not available or if the rental
would reduce the cost of transportation.
Only
single occupancy rates can be claimed. If two or more employees share lodging,
the expense should be divided equally between the employees.
Excess
meal and lodging expenses for one day may not be carried forward or backward
to another day.
Expenses
incurred the day before official business begins or the day after official
business ends are reimbursable. Expenses incurred more than one day before
official business begins or more than one day after official business ends are
reimbursable only if the expenses are incurred to qualify for a discount
airfare and results in a savings to the University.
Meal
expenses are not reimbursable without an overnight stay.
Q Voucher
Requirements:
-
If
an original receipt is not available, a copy of the itemized receipt must
be attached to the voucher. The voucher must state that the original
receipt is unavailable.
-
Lodging
receipts submitted to substantiate claims for out-of-state lodging should
be from a hotel, motel, or similar commercial establishment.
Employees
of The University of Texas are exempt from Texas state hotel occupancy taxes. A
traveler must present the hotel with a completed exemption certificate. If a
hotel refuses to honor the certificate, the traveler will be reimbursed for the
tax and the state comptroller should be notified of the hotel's refusal.
University employees are not exempt from county or municipal hotel
occupancy taxes. The Texas Hotel Occupancy Tax Exemption
Certificate can be found in the Public Folders section of Microsoft Outlook
under UTSA Forms.
If
actual lodging expenses exceed allowable expenses, hotel occupancy tax
reimbursement is limited to the tax attributable to the allowed lodging
expenses. EX: Travel on state funds within Texas is limited to lodging expenses
of $80 per day. If actual lodging expenses are $90 and local occupancy
taxes are $4.50, the reimbursable tax is $3.50. This is calculated as follows:
An
employee may not be reimbursed for meals or lodging expenses incurred within
the employee's designated headquarters. An employee may be reimbursed if the
expenses are mandatory and connected with training, a seminar, or a
conference.
Meal
and lodging expenses may not be reimbursed for any days the employee is absent
from duty for personal reasons. Personal reasons include, but are not limited
to, illness, a family emergency, breakdown of a motor vehicle, and any
occurrence not connected with official duties.
Alcoholic
beverages and tips are not reimbursable expenses.
Local
Accounts may reimburse tips and gratuities incurred during travel for official
business. The amount of the reimbursement may not exceed 15%. The tip or
gratuity is separate from the daily meal limit and should be itemized in the
miscellaneous section of the voucher.
State
accounts are limited to actual meal expenses not to exceed $30 per day
and actual lodging expenses not to exceed $80 per day.
Local
accounts are limited to a combination of actual meal and lodging
expenses not to exceed $180 per day. Meals are limited to $30.00 per day.
The
provisions above are subject to the terms, provisions and conditions of the
particular gifts, grants, or funds involved.
State
account reimbursement rates are limited by the federal travel regulations. The
maximum meals and lodging rates for travel outside Texas may be found in *DEFINE
using the GG1 command: Travel – Maximum Expense Allowances.
Locality
reimbursement limits are based on key cities within a state. When traveling to a
city not listed, the limit is based on the county in which the city is located.
If neither the city nor the county is listed, the reimbursement is limited to
the median allowance for the state, as indicated by an asterisk (*) in
the total column.
When
traveling out-of-state, the meal expense reimbursement rate may be
reduced and a corresponding amount used to increase the lodging reimbursement
rate. However, lodging expense may not be reduced to increase the meal
reimbursement rate.
Local
accounts are limited to a combination of actual meal and lodging expenses not to
exceed $250 per day. Meal expense
limits for a given locality are found in *DEFINE using the GG1 command.
Reimbursement
for meals and lodging is limited to the actual expenses not to exceed $350 per
day; all receipts are required.
Q
Voucher
Requirements:
-
If
travel is to a foreign country, expenses must be converted to U.S. dollars.
The
voucher must specify the exchange rate used (applicable to the travel
date).
-
Provided
Meals Reduction - When meals are
included in the registration fee of a conference or seminar, the meal allowance for that day should be
reduced by the appropriate amount below.
Note:
Continental breakfasts and Happy Hour hors d'oeuvres are not considered meals
for this purpose.
Although
conference agendas are no longer required to be attached to the travel
voucher, audit procedures are in place to ensure compliance with this
policy. If it is determined that the meal allowance reimbursement is
greater than that which is allowed, the excess reimbursement must be returned
to the University. The Traveler is REQUIRED to maintain the agenda
for a period of one year after the travel is completed if meal allowances
were claimed.
-
In
addition to the provided meals reduction, per
Diem meal allowances will be reduced on the departing day and the return day
as follows:
The
Departure/Arrival Reduction Plan
|
Departure
time from San Antonio
|
On
or before 9:00 am
|
9:01
am to 3:00 pm
|
After
3:00 pm
|
|
Per
diem allowed
|
Full
per diem
|
Entitled
to lunch and dinner (reduce allowance by $6.00)
|
Entitled
to dinner (reduce allowance by $6.00 + $10.00 = $16.00)
|
|
|
|
|
|
|
Arrival
time back to San Antonio
|
On
or before 9:00 am
|
9:01
am to 3:00 pm
|
After
3:00 pm
|
|
Per
diem allowed
|
Entitled
to breakfast (reduce allowance by $10.00 + $14.00 = $24.00)
|
Entitled
to breakfast and lunch (reduce allowance by $14.00)
|
Full
per diem
|
The
provisions above are subject to the terms, provisions and conditions of the
particular gifts, grants, or funds involved.
If a
department anticipates that an employee will be at a duty point for at least one
month, but less than one year, 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 deposits required for the lease of a house or
apartment are the sole responsibility of the employee and are not reimbursable.
Q Voucher
Requirements:
-
The
voucher may not include more than one month's expenses.
-
The
expense of leasing an apartment or house for the month must be listed as a
lump-sum amount.
-
The
voucher must itemize the meal expenses on a daily basis.
-
A
copy of the lease agreement and proof of the lease payment must be
attached to the voucher.
-
When
applicable, an invoice or billing statement from a furniture rental
company or utility company must
be attached to the voucher
-
When
applicable, proof that an application fee has been paid must be attached
to the voucher.
The
following expenses are reimbursable if they are incurred for an official state
business reason. This is only a partial list.
