unt system travel guidelines revised · Packaged Travel Services – is the purchase of at least...
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1| Page UNT System Travel Guidelines 1112 Dallas Drive Suite 400 Denton, Texas 76205 940.369.5500 855.868.4357 [email protected]
Transcript of unt system travel guidelines revised · Packaged Travel Services – is the purchase of at least...
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Business Service Center
UNT System Travel Guidelines
1112 Dallas Drive Suite 400 Denton, Texas 76205
940.369.5500 855.868.4357
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OVERVIEW……………………………………………………………………………………………………………………………….3GENERALINFORMATIONKEYROLESANDRESPONSIBILITIESAPPROVALPROCESS
CLASSIFICATIONOFTRAVELERS……………………………………………………………………………………….………4PROSPECTIVEEMPLOYEEPROSPECTIVEEMPLOYEESPOUSEAND/ORFAMILYSTUDENTSSPOUSALTRAVELTEAMTRAVEL(ACADEMICANDATHLETIC)
ADVANCESERVICES………………………………………………………………………………………………………………....6
EXPENSES………………………………………………………………………………………………………………...................6AIRFAREGROUNDTRANSPORTATIONMILEAGEMEALSLODGINGPARKINGANDTOLLSINCIDENTAL
FORMS(WITHLINKS)…………………………………………….………………………………………………………………..11
TRAVELBUDGETAUTHORIZATIONFORM/TRAVELVOUCHERWORKSHEETFORRECONCILINGTRAVELVOUCHERSWORKSHEETFORMILEAGECOMPARISON(RENTALVS.PERSONAL)
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GENERALINFORMATION-commondefinitionsoftravelterminologyandhowtheyimpacttheuniversity.
ConferenceRegistration–RegistrationpriortotravelshouldbepurchasedusinganIndividuallyBilledTravel(IBT)card,purchasingcardorarequisitionthroughtheBSCPurchasingArearequisitionprocess.
ConservationofFunds–itisexpectedthatalluniversitytravelisplannedandconductedtoachievemaximumcostefficiency. Allexpensesmustbereasonable,necessary,appropriatelydocumented/explainedandproperlyapproved.
CorporateTravelPlanners(CTP)–CTPisthepreferredtravelbookingagentforemployeetravelandoffersservicesthatallowemployeesand/ordesignatedadministrativestafftobookairfare,holdhotelandrentalcarreservationsaswellasmanagetheirtravelarrangementsonlineatmy.unt.eduundertheHumanResourcestabandclickingontheConcurSolutionslink.
CurrencyConversion-AllexpensesincurredonforeigntravelmustbeconvertedtoU.S.dollarsandshouldreflecttherateonthedateoftravel.
o Conversiondocumentationforeachexpensemustaccompanythetravelvoucher.o Currencycanbeconvertedonlineathttp://www.oanda.com/converter/classic.o Whenusingacreditcardtopayforforeigntravelexpenses,theconversionrateiscalculatedbytheissuing
bankforthecreditcardcompany.• Acopyofthecreditcardstatementmustaccompanythetravelvoucherasconversion
documentation.• Thecreditcardnumbershouldnotbelistedinitsentirety(last4digits)toinsurecompliancewith
PaymentCardIndustry(PCI)standards.Note:Itisrecommendedthatthecreditcardnumberisredacted(ifelectronic)oruseamarkertocoverallbutlast4digits.
DeptID/ProjID-aDeptIDorProjIDsetupinaccordancewithguidelinesofthememberinstitutionandholdsthefundsusedtocoverexpenditures. Onceestablished,theexpendituresmustfollowpre-establishedregulationsforuniversityfunds.
DesignatedHeadquarters–definedastheboundariesofthecityinwhichtheemployee’splaceofemploymentislocated.
o EstablishmentofanalternatedesignatedheadquartersoutsideofthisdefinitionrequiresapprovaloftheDeptID/ProjIDholder.NOTE:TheOfficeofResearchServicesorGrantsisrequiredtoapproveanyexpenditureonProjID's.
Employee-Anindividualwhoisemployedpart-timeorfull-timebytheUNT(UniversityofNorthTexas)System,UNT,UNTHSC(HealthScienceCenter)orUNTDallasandeligibletotravelonuniversitybusiness.
ForeignTravel-Anemployeeisentitledtobereimbursedfortravelexpensesincurredwhileconductinguniversitybusinessinaforeigncountry.
TheUniversityofNorthTexasSystemanditsinstitutionsarecommittedtothesafety,securityandwellbeingofstudents,staff,faculty,andvolunteerstravelingabroad.UNTSanditsinstitutionstakeproactivemeasurestoidentifyandrespondtoriskarisingfromuniversity-relatedinternationaltravel.Internationaltravelersarerequiredtoregistertheirtravelinadvanceusingthelinkbelow.Travelersareencouragedtoutilizetheresourcesprovidedtoprepareforandrespondtoemergencysituationsthatmayoccurwhileabroad.Note:Internationaltravelersarerequiredtoregistertheirtravelinadvance.FormoreinformationtoregisteryourInternationalTravel,pleasevisit:https://
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www.untsystem.edu/hr-it-business-services/procurement/purchasing/payment/international-travel.
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https://studyabroad.admin.unt.edu/index.cfm?FuseAction=Abroad.ViewLink&Parent_ID=0&Link_ID=DCA35247-5056-B566-00B0585C26893867
IndividuallyBilledTravelCard(IBT)-isissuedbytheStateofTexasthroughCitibank.TheIBTcardisthepreferredmethodofpaymentforemployee’sbusinessrelatedtravelexpenses.
o EmployeesmustcompleteanapplicationtoCitibankforapproval. Uponapproval,thecardisissuedintheemployee’snameandwillbesenttotheemployee’shomeaddress.
o Citibankdoesnotreporttheexistenceoftheaccounttothecreditbureaus.o TheIBTallowsanemployeeamoreefficientwaytopayforbusinessrelatedtravelexpenses.o Employeesareeligibleforstatecontractedrates(airfare/hotel/rentalcar)usingtheIBT.o AnIBTcardholderwillbebilledforallchargesplacedonthecreditcardandisresponsibleforpaymentby
theduedate.o Anyexpensesplacedonthecardpriortothetrip(i.e.airfare,hoteldepositetc.)willbereimbursedtothe
travelerpriortothetripbysubmittingatravelvoucheralongwithreceiptsforprocessing.o Cardshouldnotbeusedfornon-universitytravelexpenses.
PackagedTravelServices–isthepurchaseofatleasttwotravelarrangements(i.e.airfare,lodging,andrentalcar)froman agency or service. Corporate Travel Planners (CTP) is the preferred service for packaged services. CTP is thepreferred travel booking agent for employee travel and offers services that allow employees and/or designatedadministrativestafftobookairfare,holdhotelandrentalcarreservationsaswellasmanagetheirtravelarrangementsonlineatmy.unt.eduundertheHumanResourcestabandclickingontheConcurSolutionstab.
SignatureAuthorityProxy–DeptID/ProjIDholdersandSupervisorsmayassignanotherpersontosignontheirbehalfintheirabsence.
o Aproxyrequest(email)[email protected]/ProjIDholderorSupervisorassigningsignatureauthority.
o Theproxytoolfortheonlinebookingtool,CorporateTravelPlanners,CTP/Concuriscreatedwithinthesoftwaresystem.Assigningproxyforbookingtravelisreferredtoasassigningan“arranger”.
Taximplications-Reimbursementsfortravelmeetingthefollowingcriteria,inaccordancewithIRSdirectivewillbesenttothePayrollOfficeandlistedastaxablewages.
o Over60dayreimbursements– Areimbursementrequestfortravelexpensesthatissubmittedafter60
daysfromthelastdayoftravelortheexpenses.o NoOvernightstaymealreimbursement-Areimbursementformealswhenthereisnoovernightstay.
TravelFunds–TravelexpensesarerestrictedtolocalfundsforallSystemandInstitutionaltravel.Contactthebudgetofficeforexceptions.
Travelreimbursement–Thepaymentforexpensesincurredbyanemployeeonuniversityrelatedbusinessfollowingtherulesasestablishedintheguidelines.
TraveltoWashington,D.C-ForanytripwiththepurposeofconferringonlegislativeorappropriationissueswithU.S.Congress/FederalGovernment stafforofficials, travel toWashington,D.C.will be reported to the “Officeof State–FederalRelations”bytheBusinessServiceCenter(BSC)TravelArea.
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KEYROLES-alistofdifferentroleswithanexplanationoftheresponsibilitiesofeachinthetravelprocess.BSCTravelArea–assistandfacilitatethetravelprogram(travelservicescoordinationandreimbursementoftravelexpenditures)forthememberinstitutionsinatimelyandefficientmannerwhilemaintainingcontrolandsustainabilityofUniversityfunds.
Departments-Thedepartmentisresponsibleforensuringthattravelguidelinesarefollowedandformaintainingtheoriginalsupportingdocumentationfortraveluntilthetripiscompleteandpaymentisreconciled.
DeptID/ProjIDholder-hasthebudgetauthorityforapprovedexpensesonafundwheretheyhaveofficialsignatureauthority. TheDeptID/ProjIDmanagerisresponsibleforreviewingandapprovingtraveldocumentationbeforesubmittingtoBSCTravelforprocessing.
Executive–isdefinedinSystemRegulation8.1003whichstatesanexecutiveistheChancelloroftheSystemandthePresidentsoftheInstitutions.
OfficeofResearchServices(ORS)/GrantOffice-TheOfficeofResearchServicesontheUNTandUNTDallascampusesortheOfficeofGrantsandContractsontheHSCcampusareresponsibleforapprovinganyexpenditureongrants.BothofficesshouldreviewtheapprovaltotravelpriortothesubmissiontotheBSC.
Supervisor-isrequiredtoapproveanemployeetravelingpriortothetripontheTravelBudgetAuthorizationform(TBA)andwhentripiscompletedonthetravelvoucherrequestforreimbursement.
Traveler–Anemployeeofamemberinstitutionwhoistravelingonbehalfoftheuniversityonuniversityrelatedbusiness.
TravelCoordinator–responsibleforpreparingtraveldocumentstoensurethatallrequiredinformationisincludedandreconcilestothereceipts. IntheformslibraryontheUNTSystemwebsite,aspreadsheetisavailabletoassistwithreconcilingtravelexpensesandisrecommendedfortripsovertwodays.
APPROVALPROCESS-TheapprovalrequirementslistedaretheminimumrequirementsestablishedandrequiredbytheBSCfortimelyreimbursement.Amemberinstitutionand/oradepartmentwithinthememberinstitutionmayadoptstricterguidelinesregardingapprovalsfortraveltostrengthentheapprovalprocessandcontrols.
o The Travel Budget Authorization Form (TBA) should be completed prior to travel and approved by thesupervisor, DeptID/ProjID holder, Grants or Research Services (if necessary) and submitted to the BSCimmediately if anadvance is requiredorwiththe requestedreimbursement voucheruponcompletionofthetrip.TheTBAisfoundintheformslibraryontheUNTSystemwebsite.
o IfthetraveleristheDeptID/ProjIDholder,thesupervisormustapprovechargesinCTPandthereimbursementvoucher.ADeptID/ProjIDholdershouldnotapprovetheirowntravelexpenses.
o ForeigntravelonstatefundsmusthaveapprovalpriortotravelingwhichmustincludethePresident/Chancellorortheirdesignee.
o TheDeptID/ProjIDholderhasthebudgetauthorityforthefundsbeingusedforthetravelexpenses.o AdditionalapprovalforexpensesonaProjIDapprovalmustbeobtainedfromthefollowing;
• TheOfficeofResearchServices(ORS)fortheUNTandUNTDallascampuses• TheOfficeofGrantsandContractsfortheUNTHSCcampus
o TheSupervisorisrequiredtoapprovethetravelbudgetauthorizationformbeforeatripoccursandthetravelvoucherafterthetripoccurs.
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o AdepartmentmayrequireadditionalapprovalwithintheirspecificareathatisnotrequiredbytheBSC. ItisimportanttoknowyourinternalguidelinesthatmaynotbereferencedintheUNTSystemTravelGuidelines.
ProspectiveEmployeeTravel-Reimbursementsoftravelexpensesforaprospectiveemployeeisallowedandfollowsthenormalapprovalprocess.
o AdvancetravelarrangementsforprospectiveemployeeswillbeavailablethroughCTP.ProspectiveEmployeeSpousal/Familytravel-Travelexpensesforaprospectiveemployee’sfamilyareallowedwithproperapprovalandwillbereportedtothePayrollOfficeastaxableincome.StudentTravel– currentlyenrolledstudenttravelingonuniversityrelatedbusinessareeligibletouseCTPtoassistwithtravelarrangementsortheymayhaveexpensesreimbursed.SpousalTravel–Reimbursementoftravelexpensesforanemployee’sspouseisallowedwithapprovalofthePresident/Chancellorinadditiontothenormalapprovalprocess.Team/GroupTravel-travelinvolvingatleastonestudentandoneemployeeofanymemberinstitution.
o AdvanceservicesthroughCTPareavailableforteam/grouptravel,aswellasreimbursementaftertravel.o Forcashadvances,theemployeewillbedesignatedasthecustodianofthefundsandisresponsiblefor
retrainingalltraveldocumentation.
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Advanceservices,utilizingCTP,orcashadvances,areavailableforemployeesandcurrentlyenrolledstudentstosecuretravelarrangementsforuniversityrelatedtravel. Toconfirmifadvanceservicesareallowedonstatefunds,pleasereviewthequickreferencetableunderexpenses.
ApprovaltoTravel–individualsmusthavetheappropriateapprovaltotravelwhenrequestingadvanceservices.
o Beforebookinganytravel,aTravelBudgetAuthorization(TBA)shouldbecompleted,signedandsentwith
[email protected] IfthetraveleristheDeptID/ProjIDholder,thesupervisorapproveschargesontheTBA. ADeptID/ProjID
holdershouldnotapprovetheirowntravelexpenses.
o CashAdvancesrequireaTravelBudgetAuthorizationformwiththeappropriateapprovalstobesubmittedtoTheUNTTravelOfficeattraveladvance@untsystem.eduwithin10businessdayspriortothefirstdayoftravel.
CashAdvancefundsprovidedpriortotravel–thepreferredmethodofdisbursementisthroughanElectronicFundTransfer(EFT),althoughacheckcanberequested,whereappropriate(asforAthleticTeamTravel). Requestsforcashadvancesarelimitedtothefollowing:
o EmployeeswhodonotqualifyforanIBT,o Foreigntravelwherecreditcardsarenotacceptedoro Teamtravel.
CTP(CorporateTravelPlanners)-CTPisthepreferredtravelbookingagentforemployeetravelandoffersservicesthatallowemployeesand/ordesignatedadministrativestafftobookairfare,holdhotelandrentalcarreservationsaswellasmanage their travel arrangements online atmy.unt.edu under the HumanResources tab and clicking on the link forConcurSolutions.
Overduedocumentation–employeesorcurrentlyenrolledstudentsthathaveusedadvanceservicesorreceivedacashadvancemustsubmitareconcilingvoucherwithin7businessdaysfromthedateofreturn.
o Anoverduevoucherwillresultinthefollowing;• Additionaladvanceserviceswillnotbealloweduntildocumentationhasbeensubmittedandreviewed
foraccuracy.• Acashadvancewillnotbeanoptionforfuturetravelarrangements.
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• Travelreimbursementvoucherswillnotbeprocessedforanemployeewithoverduedocumentationrequests.
EXPENSES
LocalFundedTravel:Amemberinstitutionand/oradepartmentwithinthememberinstitutionmayadoptstricterguidelinesregardingreimbursementofexpenses.Travelersshouldbecomefamiliarwiththetravelrequirementsestablishedbytheirdepartmentsandmemberinstitutionspriortotraveling.
Transportation–anemployeeisentitledtobereimbursedfortransportationchargesincurredwhileconductinguniversitybusiness. Theemployeeshouldselectthemostcosteffectivemethodoftransportationavailable.Detailsontransportationaredescribedinthissection.
• Airfare§ FirstClass/BusinessClassfare-FirstclassorbusinessclasstravelmaybereimbursedforSystem
andInstitutionexecutives.SeeSystemregulation#08.1000,§ AirfareexpensesarereimbursedattheactualcostofCoachClassfareonacommercialairline.Itis
recommendedthatthemostcosteffectiveairfarebeobtained.§ PreferredseatingchargesandextrabaggagefeesareallowedwithDeptID/ProjIDapproval.§ Personalairfaremileagepoints,rewardpoints,othernon-monetaryincentivesordiscountswillnot
bereimbursed.§ AirfarepurchasedwithCTPdoesnotrequireatravelvouchersubmission.TheDeptID/ProjIDwill
beexpensedoncethebookingandconfirmationiscomplete.• AirlineticketspurchasedthroughCTPmustbecancelledpriortotheflight’sschedule
departureinorderforanairlinecredittobeissued.Airlinecreditscanbeheldinthetraveler’snameforoneyearfromtheoriginaldateofpurchase.Thenamecannotbechanged.Thetravelerhasoneyearfromtheoriginaldateofpurchasetousetheticketforbusinessrelatedtravelbeforethecreditexpires.Thefeetoapplythatcredittofuturetripsistheresponsibilityofthedepartment.
§ BusinessExtrAA®-whenusingAmericanAirlinesforuniversitybusinesstravel,employeesareencouragedtousethe“BusinessExtrAA®”accountnumbers.o The“BusinessExtrAA®”accountnumbersforeachinstitutionare:
• UNTSYSTEM=#860312• UNTHSC=#921XD06• UNT=#772672• UNTDALLAS=#859437
§ Statecontractfares-Stateairfarecontractratesoffertheabilitytocancelflightswithoutpenaltytothetravelerormemberinstitution.
• StatecontractairfaresmayonlybeusedinconjunctionwithuniversityrelatedtravelandmayonlybepurchasedwithStateissuedcreditcard(IBT).Visitthestate’s
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websiteforadditionalinformation,http://www.window.state.tx.us/procurement/prog/stmp/stmp-airline-contract/
• CTPalsooffersnegotiatedcontractratesandisthepreferredmethodforarrangingairfare.
• TSA(TransportationSecurityAdministration)-TheTSASecureFlightProgramrequiresthattravelersprovidetheirnameasitappearsonthegovernmentidentificationcardtheyplantousewhentraveling.Travelersarealsorequiredtoprovidetheirdateofbirthandgender.
• Receiptrequirements–foranemployeetobereimbursedforanonCTPpurchasedairfareexpense,theemployeemustprovideproofthattheexpensewasincurred. Acompletepassengerreceiptissuedbyacommercialairlinecompanyoranitineraryissuedbythecompanyoratravelagencyservesthispurpose.
§ Thereceiptoritinerarymustincludethefollowing:o Thenameoftheemployeeandairline,ando Theticketnumber,ando Theclassoftransportation,ando Thetraveldates,ando Theamountoftheairfare,ando Theoriginanddestinationofeachflight,ando Proofofpayment.
• RentalCars–employeesareentitledtoreimbursementforthecostofrentingavehicletoconduct
universitybusiness.• DirectbillingforrentalcarsisprovidedthroughCTPforEnterpriseandNational. Allchargeswillbe
billeddirectlytotheBSCTravelarea. TheexpensewillbeprocessedagainsttheDeptID/ProjIDlistedintheitinerary.
• Statecontractvendors,toincludevendorsthroughCTP,includeallrequiredcoverage’s:o LDW(Loss/DamageWaiverorcomprehensive),whichcoversalldamagetotherentalvehicleifit
wasrentedunderthestatecontract;o Liability,whichcoverspersonsandpropertyoutsidetherentalvehicle.Theamountofthis
extendedliabilityinsuranceis$100,000bodilyinjuryperperson,$300,000bodilyinjuryperoccurrence
o Propertydamage,$50,000peroccurrenceo Foradditionalinformation,visitthestate’swebsite,
http://www.window.state.tx.us/procurement/prog/stmp/stmp-rental-car-contract• Whenacontractedvendorisnotused,theemployeeisencouragedtocheckwiththeirpersonal
insurancecompanyaboutcoveragenecessarywhenrentingacar.• PurchasinginsurancefromtherentalcompanyrequirespriorapprovalfromtheDeptID/ProjID
holderforreimbursement.• Gasexpenseswillbereimbursedfromactualreceiptsforvehiclesrentedandusedforbusiness
relatedtravel.• Mileagereimbursementmaynotbeclaimedwhenrentingavehicleforbusinesstravel. Mileagein
personalvehiclescanbeclaimedforreimbursement.• Youmayusetherentalcarcalculatortohelpdeterminewhetheritismorecosteffective
tousearentalcarthanreimburseatravelerformileage.ThisislocatedintheformslibraryontheUNTSystemwebsite.
• Receiptrequirements-foranemployeetobereimbursedforarentalexpense,theemployeemustprovideproofthattheexpensewasincurred.Acompletereceiptissuedbytherentalcompanyservesthispurpose.
Thereceiptmustincludethefollowing:o Thenameoftherentalcompany,ando Thenameoftheemployeerentingthevehicle,ando Thestartingandendingdatesoftherental,and
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o Anitemizationofexpensesincurred,ando Proofofpayment.
• FleetVehicles–employeesmayalsouseanyInstitutionalFleetvehiclesthatmaybeavailablewhen
travelingwithintheStateofTexasforbusinessrelatedtravel,ifthisismorecost-effective.ContacttheinstitutionFacilitiesdepartmentformoreinformation.
• Parking–employeesmaybereimbursedforparkingexpenseincurredwhiletravelinginapersonallyownedorleasedvehicle,rentalvehicle,orstate-ownedorleasedvehicle.
• Receiptswillnotberequiredonexpenseslessthanorequalto$10.00. Ifreceiptsforamountsover$10arenotprovided,theemployeemustprovidesupportingdocumentationwiththetravelvoucher.
• Discountrateshavebeennegotiatedforairportparking. PleasegototheTravelwebsite,• lforadditionalinformation.https://www.untsystem.edu/travelTollCharges–employeesmaybe
reimbursedfortollspaidwhentravelinginapersonallyownedorleasedvehicle,rentalvehicle,orstate-ownedorleasedvehicle.
• Receiptswillnotberequiredonexpenseslessthanorequalto$10.00. Ifreceiptsforamountsover$10arenotprovided,theemployeemustprovidesupportingdocumentationwiththetravelvoucher.
• PublicTransportation–employeesareentitledtobereimbursedfortheactualcostoftransportationbybus,subway,othermodeofmasstransitortaxiifincurredtoconductuniversitybusiness.
• Thecostisonlyreimbursableifprovidedbyacommercialtransportationcompany.• Receiptswillnotberequiredonexpenseslessthanorequalto$10.00. Ifreceiptsforamountsover
$10arenotprovided,theemployeemustprovidesupportingdocumentationwiththetravelvoucher.
• Mileage–employeesareentitledtobereimbursedformileageincurredtoconductstatebusiness. Themileagereimbursementrateisinclusiveofallexpensesassociatedwiththeemployee’suseofhisorhervehicle.
• Mileagewillbereimbursedpertheonlinemappingtool,Googlemaps.• Googlemapsarenolongerrequiredtobesubmittedwiththetravelvoucher.• From/Todestinationsmustbeincludedonthetravelvoucheror;• ActualodometerreadingnotingFrom/To.• TheBSCTravelAreawillfollowcurrentmileagerateestablishedfortheStateofTexas,
https://fmx.cpa.state.tx.us/fm/travel/travelrates.php.• Frequentmileagereimbursementsbetweenmemberinstitutionsandairportsareincludedforuse
intheformslibraryontheUNTSystemwebsite.
MealsandLodging-Mealandlodgingreimbursementratesdifferdependingonwhetherthetravelisin-stateorout-of-state.
o Meals-employeesmaybereimbursedforamealexpenseincurredonadaythattheemployeeconductsuniversitybusiness.
• DepartmentHeadswillbeabledesignateifatravelermayreceivethemaximumallowablerate(perdiem)oractualmealexpenses,withorwithoutalimit. ThiswillbeindicatedontheTravelBudgetAuthorizationformforanytravel(in-state,out-of-stateandforeign).
• Reimbursingatthemaximumallowableratewheninthestateoftravelwillbereimbursedatarateof75%oftherateonthebeginningandendingdateoftravel.
• Anactualmealreimbursementisnotallowedwithoutsupportingdetailedreceiptswhichshouldincludeproofpayment.
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• MealreimbursementsonProjIDsmaybeperdiemoractuals(whichrequireadetailedreceipt). Tipsoralcoholareneverallowedforreimbursement.
• Individualdepartmentscanestablishtheirownmaximumreimbursementamounts. Travelersshouldbecomefamiliarwiththetravelrequirementsestablishedbytheirdepartmentsandmemberinstitutionspriortotraveling.
• TheDeptID/ProjIDHolderwillberesponsibleformonitoringanydepartmentalestablishedmaximums.NOTE:TheOfficeofResearchServicesorGrantsisrequiredtoapproveanyexpenditureonProjID's.
• Anymealincludedinaconferenceregistrationwillnotbeconsideredareimbursableexpensewithoutexplanation. Theconferenceagendamustbeprovidedwiththetravelvoucher.
• BusinessMealreimbursementsrequirepurposeofthemeal,detailedreceipt(whichincludesnameandlocationoftherestaurant,numberofpeopleserved)andamountoftheexpenseandalistofparticipants.
o Lodging-employeesareentitledtobereimbursedforlodgingexpensesincurredonadaythattheemployee
conductsuniversitybusiness.• Actuallodgingexpensesatacommerciallodgingestablishmentareallowedwithreceiptsforanytravel
(in-state,out-of-stateandforeign).• HotelsofferdiscountedratesforstateemployeesontransienttravelwhiledoingbusinessfortheState
ofTexas. Astateissuedcreditcard(IBT)mustbeusedtoobtaintheserates. Pleasereviewthewebsite,http://portal.cpa.state.tx.us/hotel/hotel_directory/index.cfmifyouareinterestedintheserates.
• Individualdepartmentscanestablishtheirownmaximumreimbursementamounts.• TheDeptID/ProjIDHolderwillberesponsibleformonitoringanydepartmentalestablishedmaximums.
§ NOTE:TheOfficeofResearchServicesorGrantsisrequiredtoapproveanyexpenditureonProjID's.
• ForlodginginTexas,TexasStateOccupancyTaxshouldnotbeassessedtoanytravelwithinthestateofTexas.Travelersshouldpresentthecompletedtaxexemptionformtothehotelfrontdeskatthetimeofcheckin.ThisformislocatedintheformslibraryontheUNTSystemwebsite.Althoughthehotelsarenotrequiredtoaccepttheexemptionform,employeesmustpresenttheformatcheckin.
NOTE:Ifthecommerciallodgingestablishmentdeniestheexemption,theemployeemuststatethatfactonthetravelvoucherwhenclaimingtheexpense.
• Lodgingtaxesshouldbeseparatedfromthelodgingexpenseonthetravelvoucher.• Incidentalchargesshouldnotbelistedaspartofthelodgingexpenseonthetravelvoucher.The
roomexpenseisreimbursedaslodging.Allotherapprovedexpensesshouldbereimbursedundertheirpropercategory(i.e.incidentalormeals).
• Receiptrequirementsforreimbursementareasfollows:
o Thenameandaddressofthecommerciallodgingestablishment,o Thenameoftheemployee,o Thesingleroomrate,o Adailyitemizationofthelodgingcharges;ando Proofofpayment.
• IncidentalExpenses-expensesincurredthatdonotfallintooneofthepreviouslydescribedexpensecategorieslistedabove.Incidentalexpensesinclude,butarenotlimitedtothefollowing:• TelephonecallswhereofficialbusinessisbeingconductedonbehalfoftheSystemormember
institution.• Copyingchargesforspecificbusinesspurposesthatcouldnotbeaccomplishedpriortotraveland
shippedaheadofthetraveler.• Shipmentofmaterialstoorfromthedestinationifrequired.
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• ForeignTravel–ChargespaidtoU.S.DepartmentofStateforforeigntravel,departuretaxes,inoculationsandcurrencyconversionfees.
• BooksandotherdocumentspurchasedonbehalfoftheSystemormemberinstitutionwhileintravelstatusandshipmentchargesfortheseitemstobeshippedbacktothetravelersdesignatedheadquarters.
• InternetconnectionorwirelessfeesincurredduringtravelifusedforSystemormemberinstitutionbusiness.
• Navigationdevices,mustsubmitjustificationwhythisexpensewasrequired.o Tips/Gratuities-somethinggivenvoluntarilyorbeyondobligation,usuallyinresponsetoorinanticipation
ofaservice.• Tips/Gratuitiesincludedwithmealreceiptsaspartofanactualmealreimbursementareallowed.• Alltips/gratuitiesshouldbeseparatedasanincidentalexpenseonthetravelvoucher.• TipsarenotallowedonProjIDs.• GratuitiesarenotallowedonProjID’satUNTHSC. Foradditionalinformation,contacttheOfficeof
GrantsandContractsatUNTHSC.• GratuitiesareallowedonProjID’satUNTandUNTD. Foradditionalinformation,contacttheOfficeof
ResearchServicesatUNT.• Alcohol–Reimbursementforalcoholpurchasesaspartofanactualmealreimbursementisallowed.
AlcoholisnotallowedonstateDeptID,aProjID,oranyDeptIDforAthletics.StateFundedTravel- WhenusingoneofthestatefundsaslistedunderTravelFunds,theguidebelowshouldbereferencedtoknowwhat isallowed/notallowed.
STATE FUNDED TRAVEL RESTRICTIONS
Meals – No overnight stay Allowed, restricted to $36
Advance Services for Students
Not Allowed
Advance Services Team Travel
Not Allowed
Establishment of Alternate Designated Headquarters
Not Allowed
Extra Baggage Fees Not Allowed
First Class/ Business Class Airfare Reimbursement
Not Allowed
Preferred Seating Not Allowed
Prospective Employee Family Travel
Not Allowed
Alcohol Purchase w/ Meal
Not Allowed
Spousal Travel Not Allowed
Student Reimbursement Not Allowed
Team Travel Not Allowed
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FORMS AND LINKS https://www.untsystem.eduhttps://www.untsystem.edu/travelhttps://www.untsystem.edu/forms-library
