Travel Reimbursement

Purpose/Scope

Authority

University Guidelines

Table of Contents

1. Overview
2. Reimbursement Accountability
3. Reimbursement Rates
   1. Accessing the GSA Per Diem Rates Website
   2. Department Authorized (Lower) Rates
4. UT Systemwide Contracted Travel and Car Rental Agencies
5. Travel Expense Account Codes
6. Funding Restrictions
7. Cancellation, Lost/Stolen Fees or Fees Incurred Due to Travel Changes
8. Transportation
   1. Mileage Rate for Personal Vehicle Use
   2. Parking
   3. Rental Vehicles
   4. Mass Transit, Taxi or Limousine
   5. Commercial Air
      1. Fare Class Restrictions
   6. Tolls
   7. Aircraft Charter
9. Meals and Incidental Expenses (M&IE)
10. Lodging
    1. Contract Hotels
    2. Online Rental Marketplaces (e.g., Airbnb, Vrbo)
    3. Shared Lodging
    4. Lodging Rate Increases
    5. Related Taxes
    6. Recalculating Hotel Taxes – State Funds Only (Fund 21xx)
11. Conference, Seminar, Workshop or Training Courses
12. Other Expenses
13. Travelers with Disabilities
14. Prospective Employees/Students and Consultants
15. Student Athletic Team and Student Group Travel
16. Settlement of Travel Expenses
    1. Funds Owed to the Traveler (travel reimbursement)
    2. Funds Owed to UTSA (excess travel advance funds)
17. Processing Expense Reports and Non-PO Vouchers
    1. Foreign Currency Receipts
    2. Supporting Documentation for Expense Reports and Non-PO Vouchers
    3. Documentation Retained by Departments/Colleges
18. Trips Including Personal Travel
19. Spousal Travel
20. Exceptions and Non-Compliance
    1. Exceptions Authorized for Non-Use of Mandated Travel Agencies
    2. Non-Compliance Consequences

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

Reimbursement for airfare and car rental expenses requires the use of UT Systemwide contracted travel and car rental agencies. UTSA does not require travelers to conduct a vendor hold search when using these contracted/approved travel and car rental agencies nor when travelers are in travel status.

Prior approval for all official business travel outside of the traveler’s designated headquarters/place of employment 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 PeopleSoft, and the traveler’s supervisor must approve the TA prior to expenses being eligible for reimbursement or paid in advance with a One Card (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.

All new employees who will travel for any reason using UTSA funds must take the Travel Authorization Workflow and Expense Report Workflow online training courses before traveling.

NOTE: A TA is not required for travel within the traveler’s designated headquarters.

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.

As required by the comptroller, UTSA uses the GSA per diem rates as the maximum M&IE and lodging reimbursement rates.

For information on M&IE reimbursements, refer to Meals and Incidental Expenses (M&IE) below.
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.

1. Accessing the gov.gsa.pdr Website

See the websites linked below to locate current rates for

1. Domestic Travel
   • Ensure the correct fiscal year is selected in the drop-down menu.
   • If the destination city/state is not listed, use the Standard Rate.
2. International Travel
   • Select the Country, then the Go button.
   • If destination location does not appear in the Post Name column, use the rates that appear in the Other post name row.
3. Alaska, Hawaii, U.S. Territories and Possessions
   • Select the relevant month and fiscal year from the Publication Date drop-down menu.
   • Select the Country/State.
   • 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 Disbursements and Travel Services (DTS) does not monitor those differences. 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.

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 DTS.

UTSA travel arrangements must be made through Collegiate Travel Planners (CTP) or Anthony Travel (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 make hotel and car rental reservations at their convenience for both domestic and international travel.

Sponsored projects (Fund 5100-5499): Require advance approval from the Office of Post Award Administration before DTS may approve.

NOTE: Additional restrictions may apply when using federal grant funds for commercial air travel. See the GSA Fly America Act/Airline Open Skies Agreement 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 this guideline, see fmog.0301.utsa and fmog.0901.utsa for further restrictions.

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

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 total of the actual number of miles traveled for official business multiplied by the maximum mileage reimbursement rate, per the Texas Government Code. For mileage reimbursement rates, see Textravel Travel Rates.

The number of miles traveled is the distance between the traveler’s departure point and the traveler’s destination point.

• Employees who work on a UTSA campus/location: Their assigned UTSA location is the departure point for mileage calculations. However, if employees travel outside of their normal hours to conduct business, their home will be the departure point.
• Remote and hybrid employees who work from home most frequently: Their home address (as shown on their Work Modality agreement) is the departure point for mileage calculations.

Mileage for attendance at UTSA location(s) is the employee’s expense.

The State of Texas requires that UTSA adopt a single online verification method for mileage calculations. UTSA has adopted Google Maps.

1. 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 one round trip to the airport.
2. Traveling outside of the traveler’s designated headquarters: Must be associated with an approved TA. Such reimbursements are allowed using the 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 when completing the Expense Report.
3. 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. Mileage reimbursement for the approved use of an employee’s personal vehicle within the traveler’s designated headquarters may be authorized for official UTSA business provided that
   • The employee is not an individual whose base salary or supplemental pay has been set to include 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 UTSA Handbook of Operating Procedures (HOP) 4.28 — Assignments to UTSA Campuses and Associated Locations
   • The mileage is not for routine business lunches within Bexar County.

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

Parking for attendance at UTSA location(s) is the employee’s expense.

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.

Travelers may select one of the following car rental agencies:

• Enterprise/National Holdings
• Avis/Budget
• Hertz

Travelers may make car rental reservations by directly contacting the approved car rental agency, online at the car rental agency’s 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 rest 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.

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 receipt/slip or credit card statement that reflects the rental charges.

Travelers are eligible for reimbursement for the actual cost of transportation by bus, taxi or rideshare (e.g., Uber), 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 car service when shared by travelers is allowed when conducting official UTSA business, but only if the cost incurred is less than the most cost-effective transportation.

If a taxi or car service is shared by two or more travelers, then only the traveler who paid for the transportation may be reimbursed for that expense.

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.

Travelers must submit a scanned receipt to be eligible for reimbursement.

Travelers are entitled to be reimbursed for the actual cost of commercial air transportation incurred to conduct official UTSA business when the airfare is purchased through CTP, ATI or Concur. The One Card must be used as the payment method to purchase airfare regardless of funding source (per the Texas Administrative Code). Purchase of UT System-negotiated discounted airfares also requires the use of the One Card. Failure to use the One Card may result in delayed reservations or additional fees imposed by the airlines.

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

In addition to airfare, additional fees assessed by the airline (such as baggage charges) may be reimbursed; however, the fees must be business related and charged to the traveling employee. Fees for priority boarding status will not be reimbursed.

For airline tickets purchased through the UT Systemwide contracted travel agencies or Concur, the employee can use an itinerary printout as the submitted receipt, if it includes the information noted above.

For airline tickets purchased with a One 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 traveling as economically as possible without sacrificing basic travel comforts, such as an assigned seat or carry-on baggage storage.

Any fare class upgrades for the president and their spouse must comply with UTS191. The relevant approval must be attached to the Travel Authorization.

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 before the department purchases the ticket.

All approved first/business class fares 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 be used to cover at least 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.

All use of chartered aircraft must be authorized through established contracting procedures and be approved by the executive vice president for 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.

Travelers are entitled to be reimbursed for the GSA Per Diem Rates for travel, even if the entire amount is not used.

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

If the traveler is attending a conference, seminar or workshop that includes meals, 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 if the per diem is not exceeded (includes domestic and international travel destinations). If the per diem rate is exceeded, the traveler must submit scanned receipts.

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

1. Overnight Travel

For domestic travel, reimbursement for M&IE for the first and last calendar day of overnight travel is calculated at 75% of the per diem rate. 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 GSA Meals and Incidental Expense Rates (M&IE) Breakdown website.

For international travel, reimbursement for M&IE for the first and last calendar day of overnight travel can be calculated at 100% of the per diem rate.

2. Non-overnight Travel

An employee may be reimbursed for non-overnight official business travel M&IE, not to exceed the GSA per diem rate, under the following conditions:

• 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 or the designated headquarters

Travelers are entitled to be reimbursed for actual lodging expenses – up to the GSA Per Diem Rates 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, 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 One Card, the receipt would be included with the One Card payment documentation and does not need to be included with the Expense Report. However, the expense must be properly marked as a non-reimbursable item and the paid voucher number referenced on the Expense Report.

The receipt must include all of the following:

• 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 receipt/slip used to pay the lodging expense or a credit card billing statement under the traveler’s name (not a spouse’s, partner’s or other name) may be provided when submitting the reimbursement request.

UTSA encourages (but does not require) travelers to use State-contracted hotels. UTSA has opted out of using the State of Texas Hotel Engine. 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.

Lodging may be booked via online rental marketplaces (e.g., Airbnb, Vrbo) if all of the following conditions are met:

• The cost does not exceed the GSA Per Diem Rates for the destination;
• The department conducts a cost comparison analysis prior, which demonstrates cost savings (e.g., savings on car rental, etc.) relative to other commercial lodging establishment option(s);
• The department manager, program coordinator or travel arranger ensures appropriate safety and oversight controls and protocols are in place to prevent misconduct and other high-risk situations; and
• Any pet-related costs, costs of damages/additional cleaning or other personal costs are not incurred by UTSA.

When two or more travelers share and pay for lodging expenses, each traveler will be reimbursed for their 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.

Travelers may be reimbursed for lodging expenses that exceed the per diem reimbursement rate for the travel destination if one of the following reasons applies:

• 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.

UTSA travelers are exempt from paying the hotel occupancy tax when traveling in Texas. However, they are not exempt from paying the following taxes collected by a commercial lodging establishment (unless an exception applies): Taxes outside of Texas; county, municipal or other taxes in Texas.

To qualify for the hotel occupancy tax 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 Texas Comptroller’s Office.

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.

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 One Card, the receipt only needs to be attached with the One Card payment. However, the expense must be properly marked as a non-reimbursable item and the paid voucher number referenced on the Expense Report.

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
• Business-related hospitality and entertainment expenses ( Business Expense Form required)

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

Travelers with disabilities 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 following conditions must be met for such reimbursement:

• The expenses must be charged to the Texas Identification Number (TIN) of each traveler who incurred the expenses, and each traveler must be listed on a separate detail expense 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 using an applicable federal law or regulation as authority to reimburse a travel expense, the supporting documentation for the reimbursement must include the Americans with Disabilities 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 traveler with a disability, 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.

Consultants and prospective employees/students 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 One Card, use of the UT Systemwide travel agencies and car rental agencies is required.

Consultants and prospective employees/students who make their own travel arrangements and pay for airfare or car rental expenses out of pocket may use the travel agency, car rental agency or online reservation tool of their choice. Only UTSA-approved travel is considered business-related, and covered under the state insurance contract.

NOTE: If the lodging per diem rate is exceeded, see Lodging Rate Increases for more information.

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.

UTSA student group travel is not required to use the mandated travel and car rental agencies, although they must adhere to the other travel reimbursement requirements. UTSA’s Athletics department uses ATI as applicable to that contract. 

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 expenses must be substantiated by attaching a list of student names that traveled, or a copy of the Student Travel Authorization Request form for each traveling student must be included in the transaction. If a department uses a log sheet, it should include each traveler’s name, amount received and the traveler’s signature, which certifies the expense.

Travelers should settle travel related expenses within 30 days after returning from travel via a properly executed Expense Report (for employees) or Non-PO voucher (for non-employees) in PeopleSoft.

All expenses must be included on the Expense Report or Non-PO voucher, regardless of the method of payment. Receipts (where applicable) are required to reimburse expenses. 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. Reference paid voucher number on any non-reimbursable expenses.

Employee expenses (reimbursable and non-reimbursable) that must be approved in the TA and submitted in the Expense Report include:

If the Expense Report exceeds the approved TA by 10% or $250 (whichever is higher), then a TRS form signed by the employee and employee’s supervisor will need to be attached to the Expense Report.

If an Expense Report is submitted 60 days or more after the travel date:

NOTE: If travel expenses are paid using a One Card, the One 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 Monthly Reconciliation and Payment, a section of the One Card Program financial guideline, for details.

The department must process an Expense Report or Non-PO as applicable in 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.

If seeking reimbursement for out-of-pocket expenses or to close out a trip, an Expense Report or Non-PO as applicable must be completed and approved in PeopleSoft.

Use Expense Reports to reimburse employees. The Expense Report will route via workflow to the following, with email notifications at each point:

• Traveler or their delegate for expense certification
• Budgetary Approval (Cost Center approver and/or principal investigator)
• Other Approvals (grants project manager, Research Service Center or Post Award Administration, capital projects program manager, etc. as applicable)
• DTS

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

Employee travelers (or their delegates) certify Expense Reports in PeopleSoft. An employee has the option to delegate the certification of expenses to a department employee who is not the creator of the Expense Report by completing a delegation form (log in to Security Request Forms).

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.

Non-employees are reimbursed via non-PO vouchers. The department must first onboard individuals using PaymentWorks and then create a non-PO voucher to process payment.

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

Travelers obtain the USD equivalent based on the payment method used to purchase the item/service:

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 Currency Converter website.

Exceptions to the above conversion methods require DTS approval.

Supporting documentation must be scanned and attached to the Expense Report or non-PO voucher prior to submission. The Expense Report must include the TRS Form (if applicable) and supporting documentation, including receipts. All reimbursable expenses where receipts are required must be attached for reimbursement purposes and to substantiate payment.

Supporting documentation, including receipts when required, should be organized in chronological order and by expense type. Scans of receipts and other supporting documentation must be clear and legible.

Examples of relevant supporting documentation

• TRS form, if applicable
• Hotel receipts (to support lodging expenses)
• Meals and Incidental Expenses (M&IE) — per day amount claimed should not exceed the GSA per diem rates (adjusted to 75% for the first and last day of domestic travel). No receipts are necessary if only claiming M&IE at the GSA per diem rates.
• Gas receipts and car rental receipts (to support transportation expenses)

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

Reimbursements charged to a sponsored project will route to the appropriate RSC or to Post Award Administration electronically in PeopleSoft.

Departments may choose to retain in their department files but should not scan or attach to the Expense Report/non-PO voucher:

• 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).

Travel reimbursement can only be requested for business travel expenses. If a trip includes personal side trips, extended stay or expenses, those travel days and expenses must be clearly excluded from the Travel Authorization and Expense Report. A university credit card (e.g., One 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.

Spousal travel must also be in accordance with other UTSA travel guidelines, including the completion of a TAF ( Travel Authorization Form) ahead of travel.

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

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 the Travel Reimbursement Process training course will be encouraged.

2nd violation: Management, including the traveler’s vice president, will be notified. The traveler (and travel arranger, as relevant) will receive a second reminder. Prior to future travel, both the traveler and travel arranger will be required to attend the Travel Reimbursement Process training course (or attend again, as may be the case). The traveler will be required to submit a memo to their vice president explaining why approved agencies were not used.

Further violations: Management, including the traveler’s vice president, will be notified. The traveler will not be reimbursed for non-compliant trip expenses. The traveler will be suspended from further travel until allowed by their 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 or assistant/associate vice president 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 the Travel Reimbursement Process training course. The Expense Report creator will be required to attend the Travel Reimbursement Process training course, if they have not attended it within the last year.

2nd violation: Management, including the traveler’s vice president, will be notified. The traveler and Expense Report creator will receive a second reminder. Prior to further travel, the traveler will be required to attend (or attend again, as necessary) the Travel Reimbursement Process training course. The Expense Report creator will also be required to attend the Travel Reimbursement Process training course. The traveler will be required to submit a memo to their vice president explaining why the Expense Report was not completed within 120 days from the travel/expense date.

Further violations: Management, including the traveler’s vice president, will be notified. The traveler will be suspended from further travel until allowed by their vice president. Failure by the traveler to follow UTSA procedures may be subject to disciplinary action by the traveler’s supervisor in accordance with appropriate policy.

Revision History