Travel Management | Procurement Management | The University of Texas at Dallas
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Travel Management

Travel Management does not make direct travel arrangements for the university community. Travel offers information and customer service to assist in travel planning, travel-related paperwork, and travel-related payment/reimbursement requests. They oversee the travel contracts (airfare, car rental and hotel) and process all payments and reimbursements related to travel for UT Dallas.

For quick access to all travel-related forms, visit the Procurement Management Forms page.

The UT Dallas Travel Policy can be viewed in its entirety here.

askYODA is a resource for specific questions and concerns, or contact travel management at [email protected] for assistance.


Planning Your Trip

Travel Authorization

To be reimbursed for university-related business travel, complete the appropriate travel authorization before travel. The Travel Authorization is used for all travel for all employees, prospective employees, and student travel. The Travel Authorization form should be completed before purchasing a trip for employees, prospective employees, or students using a centrally billed airfare or requesting reimbursement for travel on university business.

Independent Contractor

Departments must complete the Independent Contractor eForm in eProcurement for all non-employee independent contractors traveling for the university for the purpose of providing compensated services. The university prefers the independent contractor to purchase travel services out-of-pocket and seek a Reimbursement Request upon completion of travel.

Booking Airfare

The state of Texas and UT System have contracts with agencies to give travelers reduced fares, discounts and additional services. The following information outlines the use of state and UT System contracted airfare.

All faculty, staff and students are required to use the University Travel agencies when traveling on University funds. All airfare purchases must be economy/coach class.

Travelers can book airfare via:

  1. Concur Online Booking (Sign up HERE to register if a first-time user)
  2. University-contracted  travel agencies

Hotel Reservations

Travelers can make hotel reservations via:

For the reservation, direct billing is not available except on the Hotel Reference Sheet. The OneCard with travel approval can be used to make the reservation or use a personal credit card for reimbursement.

All non-conference hotel reimbursement is limited to actual cost. If you are attending a conference, the conference hotel rate is reimbursable. 

Texas Hotel Sales Tax Exemption      

Hotels in Texas when you travel on university business tax exemption from state taxes. To receive the exemption, present the Tax Exemption Certificate to the hotel when paying. If a hotel refuses to accept the tax exemption form, make a note of this on the Travel Voucher, and the tax will be reimbursable.

Rental Cars

Travelers can book a rental car via:

  1. Concur Online Booking Tool (click HERE to register if a first-time user)
  2. Contracted travel agencies.

Car rentals are available through five contracted agencies: Avis, Enterprise or National. Car rentals booked through Avis, Enterprise or National are direct billed to the cost center through Concur or the full service agencies. UT System contracted rates for rental cars include collision and liability coverage.

University Contracted Full Service Agencies

Effective May 1, 2013, both travel agencies below are allowed to purchase tickets at the State of Texas or UT System contract rates (where applicable) on your behalf. Effective January 1, 2015, all use of the full service university travel agents (CTP and Anthony) will be billed back to the traveler’s department. There will continue to be no chargeback to your department for use of the Concur online booking tool. Concur provides a list of all your travel plans and is your direct source for travel alerts. Sign up HERE.

Full Service Agency

After Hours Contact

Corporate Travel Planners (CTP):

Full-Service Booking 
(available 8:00AM – 6:30PM Monday – Friday):
1-866-366-1142 (toll-free) or 210-366-1142
1-888-605-6555 (fax)
[email protected]
www.ut-ctp.com

1-800-441-6512

(for use between 6:01PM and 7:59AM M-F and on weekends)

VIT Code: S2P2A

Extra charge applies and should only be used in case of emergencies.Charges will be billed to the cost center used on the purchase.

Anthony Travel (ATI):

Full-Service Booking
(available 8:00AM – 6:00PM Monday-Friday):
1-800-684-2044 (toll-free) or 512-617-8444
1-866-921-6242 (fax)
[email protected] or [email protected]
http://utsystem.anthonytravel.com

1-800-342-9008

(for use between 6:01PM and 7:59AM Monday-Friday and on weekends)

VIT Code: S4RRG

Extra charge applies and should only be used in case of emergencies.Charges will be billed to the cost center used on the purchase.

 

Concur Online Booking Travel

UT Dallas travelers can book their flights, car rentals, and hotel stays via the Concur Online Booking Tool. All reservations made through Concur will be handled by Corporate Travel Planners (CTP).

Faculty, staff, and select others such as Teaching Assistant (TA) or Research Assistant (RA) are allowed Concur accounts. Students or student workers are not allowed to have accounts. Guests of the University cannot create accounts, but approved account holders can arrange guest travel on their behalf. Group Travel of more than 9 people should not be made using Concur. Group travel requires, and should be completed using the contract agencies by the FAA.

First-time Concur user, follow these instructions to request a Concur account:

  1. REQUEST HERE. Enter your full name as it appears on your government ID, your work email (prefer [email protected]), and your work phone number.
  2. Approval will grant the traveler access to Concur, and the traveler will be sent a generic password to login to www.concursolutions.com. (The username is the UT Dallas email address you entered from above.)
  3. Traveler will create a unique password to complete their self-registration. The account is not usable until the gender and date of birth are entered into the profile.
  4. Travel arrangers can be assigned in the profile. Travel arrangers must have an active and complete account.

Online Help Desk (CTP): 1-877-727-5188

If you have any further questions regarding the training material, please contact our office at [email protected] or x2300. Please note that Concur reservations are only fulfilled through CTP.

Concur Guides
·         Concur Travel QuickStart Guide
·         Booking a Flight
·         Booking a Hotel
·         Booking a Car

Group/Student/International Travel

Group Travel

Group travel is when more than 9 people are traveling at the same time to the same destination. Group Travel can only be booked by one of the University’s contracted travel agencies.

When booking travel for a group, remember that

  • Airlines define a “group” as 9 or more individuals traveling to the same destination at the same time by the same method.
  • Groups of 9 or more individuals traveling to the same destination are not eligible for State of Texas contract airfare.

Student Travel

Review the following:

The following forms must be completed and submitted (as appropriate):

Exhibit B14-D To authorize domestic travel for students, teams, or groups
Exhibit B14-F To authorize foreign travel for students, teams, or groups
Indemnification and Release for Adult Foreign Travelers For any student above the age of 18
Indemnification and Release for Minor Foreign Travelers For any minor student under the age of 18

Use the Team/Group Travel Disbursement Register for a sponsor to request meal allowance disbursements. Meals must not exceed federal rates for the location, and state funds cannot be used.

Foreign Travel

Faculty and staff traveling abroad on behalf of the UT Dallas are required to obtain institutional approval at least two weeks before departure. The following form is required for foreign travel approval:

International Travel Authorization for Faculty and Staff

For complete information on University-related foreign travel, visit the International Center.

International SOS

International SOS provides UT travelers with worldwide quality medical care and emergency assistance services 24 hours per day. This service does not take the place of health insurance. In the case of an emergency, it does provide medical assistance, security and travel assistance, managed and administered by International SOS. All University international travelers are required to be registered with International SOS regardless the source of funding for the trip. This service is provided free of charge to UT Dallas travelers. When booking international travel through a University-contracted travel agent, they will enroll you in this service automatically.

For complete information regarding this service, please log on to www.internationalsos.com/en .

To obtain an SOS travel card or for additional information, please contact [email protected].

Other Services

Concur TripCase

It is not mandatory for travelers to register with TripCase. It is a useful tool to help simplify frequent travel. You will still receive a copy of your itinerary via an email attachment. This does not replace any tools to book travel, such as Concur or full-service provided by the travel agents!

You may sign up for a TripCase account HERE using your UTD e-mail address. Once you confirm your registration via e-mail, you will be able to:

      • View your trip itinerary via the web and free mobile application
      • Receive flight alerts for gate changes, flight delays, or cancellations
      • View itinerary-based travel tools such as alternate flight options, seat maps, eTicket, and eInvoice

Download the mobile application for your device here:


*Note that the new version of TripCase supports Blackberry OS 6.0 and higher – older Blackberry models should point their mobile browser to TripCase.com

If you have any questions, please feel free to contact the [email protected] or CTP/Anthony Travel.

Baggage

Several airlines have quietly decreased the acceptable size of carry-on luggage.  During peak times, they are going so far as to have their personnel stand near TSA screening lines, look for passengers with carry-ons that are too large, and send them back to the ticket counter to check the bag. Build enough time into the arrival at an airport to deal with this type situation.  In addition, on a seasonal basis, some airlines may change baggage rules and restrictions to specific destinations (e.g. Mexico, Latin America, Caribbean, etc.).  

Airport Parking

Choose the best value parking at any airport that is reasonable in the specific situation. The University recommends using an off-site parking for the best value.

UT Dallas partners with the Parking Spot to offer a Spot Club Executive card gives all university travelers a 25% discount on airport parking.  To obtain your club card go to https://www.theparkingspot.com/promotions/corporatehome.aspx?CCode=The2273

The Parking Spot’s facilities are fully fenced, well-lit and operate 24/7 providing a secure area to park vehicles. Benefits include:

  • 24-Hour access to vehicles
  • No blackout dates for UT System rates and free parking points
  • Timely shuttle service every 5-7 minutes
  • Luggage assistance
  • Frequent parker program
  • Free Towing (within 25 miles)
  • Free emergency battery assistance
  • Free emergency tire change assistance
  • Free USA Today (first 200 guests daily)
  • Free bottled water (at exit)        

For questions or concerns contact Chris Maguire at: [email protected]

Visit the UT Dallas Parking Spot website to register for your card and make parking reservations.

Getting Reimbursed

After the completion of travel, travelers complete and submit a Travel Voucher to Travel Management Services preferably within 30 days but no more than 60 days of the ending date of the trip. These instructions will explain how to complete the voucher. It is important to remember in-state and out-of-state travel are governed by actual cost. The maximum rates for Foreign can be found on the U.S. Department of State Website. Reimbursement is always based on actual expenditures.

Submit receipts for hotel expenses, public transportation fares, parking, mileage, and other incidentals. Procurement Management does not require documentation for meals unless the funds involve Contracts and Grants. The Department may require receipts for meals. The totals are based on actual expenses and up to the GSA rates. Meals are not reimbursed when the travel does not include an overnight stay.

Conference Hotel expenses will be paid or reimbursed at the standard conference rate. Non-conference hotel expenses should be reasonable but may not exceed GSA allowance for that location without approval from the traveler’s VP, Dean, or Fiscal Officer.

Business Entertainment Limit per Person: The reimbursement is based on actual cost, and it must be appropriate and reasonable for the type of meal or event. This applies to all venues, including restaurants and entertainment at private residences. The entertainment limit is an average of $75 per person including food, alcohol, tax, and gratuity.

Please send the travel vouchers via email to [email protected].  Keep the original paperwork until the reimbursement is completed at which time it can be destroyed.

Reimbursement submitted after 60 days from travel will be reported to Payroll as income. The IRS requires employee business expenses to be submitted for reimbursement "within 60 days after the expense is incurred or the trip ends." "If not submitted within 60 days, the reimbursement becomes taxable [to the employee] for federal, state, FICA and Medicare; and withholding tax must be taken." Incomplete or incorrect travel vouchers will be returned to the department and will not be considered submitted until resubmitted with the corrections to Travel Management.

Conference Planning

Groupize is web-based program for Small and Large Meeting/Group Travel needing for hotels. Groupize allows for payment either with the OneCard or via a Purchase Order. If needed, it allows conference attendees to sign up and pay for their own rooms. Hotel options come with a description of the rooms available for guests and meeting space including room sizes, rooms available, and pictures. The Hotel Rates are already discounted to the Texas state rate. For questions, contact Groupize via email at [email protected] or via phone 855-476-8749.

Sign up/Login here: https://utdallas-ctptravel.groupize.com/

For additional help: UT Dallas-How to Groupize

Travel Resources
Transportation and Security Administration Latest news about carry-on rules and airport safety
Dallas/Fort Worth International Airport Maps and information
The Weather Channel Weather forecasts and information about major travel destinations
Time and Date (World Clock) Current time and date for hundreds of locations around the world
Domestic Maximum Spending Limits Domestic travel allowance for lodging and meals
Foreign Maximum Spending Limits Foreign travel allowance for lodging and meals
OANDA Currency Conversion Foreign Currency Conversion Tool (other tools can be used instead)
Traveling Safely: A Primer Helpful information about travel’s safety and risks.