Travel Management

Link	Description
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 per diem spending limits	Domestic travel allowance for lodging and meals
Foreign per diem spending limits	Foreign travel allowance for lodging and meals
Foreign currency converter	Translate your expenses to U.S. Dollars
U.S. Department of State	Passport information, including applications and processing times Travel warnings Information about individual countries
UT Dallas Comet Center	Passport photos
Office of International Education	Protocol

Effective May 1, 2013, 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).

If you are a first-time Concur user, please follow these instructions to self-register and create your traveler profile:

1. Visit this link and enter your full name as it appears on your government ID, your work email, and your work phone number
2. Procurement Management will approve the traveler’s access to Concur, and the traveler will be sent a generic password to login to www.concursolutions.com (username is your UT Dallas email address)
3. Traveler will create a unique password to complete their self-registration
4. Traveler must complete a profile in order to book travel

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

In order to be reimbursed for university-related business travel, you must complete certain authorization procedures.

Travel Authorization
When to complete a Travel Authorization: for all employees, prospective employees, and student travel

A Travel Authorization form should be completed first when planning a trip for employees, prospective employees, or students using a centrally billed airfare or requesting reimbursement for travel on university business.

Authorization for Professional Services (AFPS)
When to complete an AFPS: for all non-employees traveling for the university to perform compensated services as an independent contractor

Departments must complete an AFPS form for all non-employee independent contractors traveling for the university for the purpose of providing compensated services. It is preferred that the independent contractor will purchase travel services out-of-pocket and seek a Reimbursement Request upon completion of travel. The AFPS form is required to document fees and/or travel expenses that will be incurred or reimbursed by the university.

Most travelers will use their personal credit cards to incur expenses and will file for a reimbursement after completion of travel. On occasion, a traveler may request a travel advance. The typical form of a travel advance is a prepaid credit card with a specific balance and time frame for use. In order to request a travel advance, please complete the Promissory Note and Travel Authorization forms. Make sure to submit your request no later than 10 days before travel.

Make sure to submit your request to purchasingcard@utdallas.edu no later than 10 days before travel.

The state of Texas and UT System have contracts with certain airlines that give travelers reduced fees, discounts and refunds. The following information outlines the difference between buying state-contracted airfare and general airline-published airfare.

Typically, all airfare purchases must be economy/coach class. There are few exceptions. Exceptions to all travel policies must be approved by the Assistant Vice President of Procurement Management prior to booking travel.

Travelers can book airfare via:

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

Travelers can make hotel reservations via:

• Concur Online Booking Tool (click here to register if a first-time user)
• University-contracted  travel agencies
• Calling your hotel of choice
• Visit the State Travel Management Program – Hotel Contracts website for hotel information and directory.

Please note that direct billing for hotels is not available via any of the above methods. You will be required to hold the reservation on a personal credit card and request reimbursement upon completion of travel. Remember to be mindful of lodging per diems for your specific location of travel.

Hotel Sales Tax Exemption

You can get a tax exemption from most hotels in Texas when you travel on university business. To receive the exemption, present the Tax Exemption Certificate to your 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.

Reservations will require a personal credit card and reimbursement request upon completion of travel.

Travelers can book car rentals through five contracted agencies: National, Enterprise, Avis, Budget, or Hertz.

Travelers can book a rental car via:

1. Concur Online Booking Tool (click here to register if a first-time user)
2. University-contracted travel agencies
3. Calling the rental car company directly

Please note that only car rentals booked through Enterprise or National through Concur will be direct billed back to the traveler’s department. Reservations made via phone or directly with the car rental agency will require a personal credit card and reimbursement request upon completion of travel.

UT System contracted rates for rental cars include collision and liability coverage.

When booking group flights, using one of the University’s contracted travel agencies to book both airfare and hotel rooms is recommended. When booking flights for a group, remember that

• Airlines define a “group” as 10 or more individuals traveling to the same destination.
• Groups of 10 or more individuals traveling to the same destination are not eligible for State of Texas contract airfare.

Before planning student travel, please review the following:

• Dean of Student’s Travel Guidelines for University information and rules about student travel
• Office of International Education for student-travel policy specific to international travel

In addition, the following forms must be completed an submitted (as appropriate):

Form Name	Requirement
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. Per diems must not exceed federal rates for the location, and state funds cannot be used.

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 forms are required for foreign travel approval:

• Travel Authorization
• Request for Approval by President for State Employees Traveling to Foreign Countries
• Export License Exception Temporary Certification for Property

For complete information on University-related foreign travel, please visit the Office of International Education.

International SOS

International SOS provides UT System travelers and expatriates with worldwide quality medical care and emergency assistance services 24 hours per day. Although this service does not take the place of your health insurance, in the case of an emergency it does provide medical assistance, security and travel assistance, managed and administered by International SOS. International SOS is the world's largest medical and security assistance company, with more than 3,000 professionals in 24-hour Alarm Centers, international clinics and remote-site medical facilities across five continents. International SOS is the leader in their field, ready to help you with all of your medical and security needs.

Some of the International SOS program benefits include:

• Emergency evacuation
• Medically-supervised repatriation
• Repatriation of mortal remains
• Return home of minor children
• Medical and dental referrals
• Outpatient medical expense guarantee and payment
• Legal referrals
• Lost document advice
• Security evacuation assistance
• Access to security crisis center

This service presently is provided free of charge to UT Dallas international travelers. If you book 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/private/utexas/.

To obtain an SOS travel card or for additional information, please contact UT Dallas Travel Management.