Travel Policies and Procedures

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Travel Policies and Procedures

• UTD Procurement Management

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What this session will cover

• Overview of the Travel Department and its duties
• Contact information for the Travel Department
• Policies and procedures that will affect you as
  you travel on UTD business
• Forms and paperwork used to obtain travel
  permission and reimbursement of expenses

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Travel

• Receives properly approved Travel Authorizations,
  Travel Vouchers, Travel Advance Requests, and all
  special paperwork required for travel to foreign
  countries or to Washington, DC
• Reconciles submitted Travel Vouchers and
  processes them for reimbursement if they can be
  matched with a properly approved Travel
  Authorization
• Coordinates payment and chargeback of airfare
  billed directly to the University

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Department Contacts
Trudy Muller is UTDs Travel Coordinator, and can
be reached by any of the following
methods Phone extension 2606 Fax extension
2348 Campus Mail stop AD34 E-Mail
travel_at_utdallas.edu E-mail sent to the above
address is also monitored by Pete Bond, Asst VP
of Procurement Management.
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Traveling on UTD business

• Complete and submit a properly approved Travel
  Authorization form for each trip. It summarizes
  the extent and purpose of travel, and must be
  sent to the Travel Coordinator prior to departure.

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Traveling on UTD business

• All airfare reservations should be made through
  the University travel agent (currently Navigant).
  The state contracts low, refundable fares to and
  from several popular city pairs.

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Traveling on UTD business

• The State of Texas (and UT System) contract with
  hotels and rental car companies to receive
  discounted rates. These companies are listed in
  the Texas State Travel Directory.

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Traveling on UTD business

• Airfare is directly billed to UTD, but all other
  expenses are assumed by traveler and presented
  for reimbursement via a Travel Voucher.
• Travelers must adhere to per-diem rates set forth
  by the State.

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Traveling on UTD business

• Travel Card an individual-liability credit card
  issued to the traveler for purposes of charging
  travel-related expenses until reimbursement is
  received from the University.

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Traveling on UTD business

• Travel Advance People ineligible for a Travel
  Card may be able to receive a small advance prior
  to traveling. You forfeit all reimbursements due
  you by UTD until advance is repaid.

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Forms you will use
Many of the travel-related documents you will use
are available through UTDs e-forms website
http//www.utdallas.edu/ir/ tcs/eforms/
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Forms you will use
Travel Authorization Must be filled out, signed,
approved, and sent to Travel at AD34 prior to
travel. This form demonstrates that UTD is aware
and approves of your trip.
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Travel Authorization

• Absolutely required. No reimbursements or
  payments can be made without one.
• Make sure you list an account number and the
  dates of travel, and get signatures.
• UTD-ID or SSN is required to enter traveler into
  A/Ps financial system

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Forms you will use
Request for Presidents Approval of State
Employees Traveling to Foreign Countries Must be
filled out for each trip outside the
USA/Canada/Mexico, regardless of the source of
funds. Send it to Peggy Zotter at AD24 she will
forward it to the Presidents Office for
approval, and then to Travel.
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Travel to Foreign Countries

• Presidential Approval must be obtained while
  filling out the Travel Authorization PRIOR to
  travel.
• The benefit to UTD is different from the
  business purpose of the trip. You must show
  that the travel helps you fulfill UTDs
  objectives. Example
• - Business Purpose Society Conference in
  Madrid, Spain
• - Benefit to UTD Keep department up-to-date
  on latest research and developments in the field

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Forms you will use
Report of State Agency Travel to Washington, DC
Everyone at UTD is an agent of the State of
Texas, and Texass Office of State-Federal
Relations needs to report every time a State
agent travels to Washington, D.C., and why they
are making the trip.
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Travel to Washington, D.C.

• Must be completed regardless of source of funds,
  and even if travel is at no cost to UTD.
• Must be completed PRIOR to travel, just like the
  Travel Authorization.
• Do not send the form to Procurement Management
  send it to Peggy Zotter at AD24. She faxes the
  forms to the Office of State-Federal relations,
  then forwards them to Travel.

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Forms you will use
Promissory Note/Voucher People who cannot
acquire a Travel Card, or who do not travel often
enough for a Travel Card to be worthwhile, can
request a sum of money approximating their
anticipated travel expenses, paid in advance via
an Accounts Payable check or direct deposit.
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Promissory Note/Voucher

• Should only be used if a Travel Card cannot be
  obtained, or is unfeasible to obtain
• Must attach a properly completed and approved
  Travel Authorization
• Must have approval of the Assistant Vice
  President for Procurement (Pete Bond, AD34) PRIOR
  to travel
• UTD reserves the right to withhold any and all
  reimbursements due you until the debt is retired

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Forms you will use
Travel Voucher Filled out upon return. Details
all business-related expenditures incurred on the
trip. Must include original receipts.
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Travel Voucher

• Must be submitted within 30 days of travelers
  return to UTD
• Hotel, rental car and airfare boarding pass are
  absolutely required submit detailed affidavits
  if these have been misplaced
• Be sure to note both the destination and business
  purpose on the Voucher, to help Travel match it
  with an authorization and determine applicable
  per-diem rates

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Forms you will use

• Hotel Direct Bill This is most commonly used
  when UTD is bringing someone to Richardson and
  wishes to pay for his/her hotel stay. The
  Renaissance and Radisson hotels are very familiar
  with this system, and are your recommended
  choices.

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Hotel Direct Bill Request

• Room Nights of rooms x of nights (mostly of
  concern when arranging for multiple people)
• If you plan to assume responsibility for more
  than simply the room rate and city tax, be sure
  you have gotten proper approval under the
  discretionary funds guidelines.

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Helpful Web resources
Procurement Management website
http//www.utdallas.edu/utdgeneral/business/procur
e/ TCS E-forms website http//www.utdallas.edu/ir
/tcs/eforms/ GSC Travel Contracts Page (hotel,
airfare, and rental car info) http//www.tbpc.sta
te.tx.us/travel/ Comptrollers out-of-state per
diem rates (all one line) http//www.window.state
.tx.us/comptrol/san/travel/out_of_state/
mealrates.htm
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Authorization for Professional Services

• Required for any consultants, guest lecturers, or
  other non-employees providing service to UTD
• Must also be completed if UTD is paying
  travel-related expenses in lieu of a fee, and
  even if such expenses will be direct billed
• Consult training packet for sample and
  instructions

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Thats it!

• Thanks for your attention. Please be sure to
  contact us if you have any more questions.