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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

bsc@untsystem.edu

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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)shouldbesenttoBSCTravelatbsc@untsystem.edufromtheDeptID/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

theAccountDetailSheettotraveladvance@untsystem.eduo 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