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

Welcome to the Travel Management Services for the University of Texas at Dallas. We do not make travel arrangements for the university community (as this is handled by our contracted travel agents), but we offer information and customer service to assist in travel planning, travel-related paperwork, and travel-related payment/reimbursement requests.

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

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

Travel Resources
Helpful Links
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
Concur Online Booking

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

The Travel Management Office has created a series of helpful Quick Guides to aid in using the Concur Online Booking Tool. If you have any further questions regarding the training material, please contact our office at travel@utdallas.edu or x2300.

TripCase

Effective June 18, 2013, TripCase will replace the VirtuallyThere itinerary travelers are used to receiving via email upon booking of business travel. TripCase has a different look and feel, as well as enhanced mobile capabilities.

Please note it is not mandatory for travelers to register with TripCase. This is simply a useful tool to help simplify frequent travel. If you choose not to register, 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 Travel Management office or CTP/Anthony Travel.

University Contracted Travel 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.

Corporate Travel Planners (CTP):
24/7 Online Booking Tool:
www.concursolutions.com (click here to register if a first time user)
Online Help Desk: 1-877-727-5188
Please note that Concur reservations are only fulfilled through 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)
utdal@ctp-travel.com
www.ut-ctp.com

After-Hours Emergency Number:
1-800-441-6512 (for use between 6:01PM and 7:59AM Monday-Friday and on weekends)
VIT Code: S2P2A
Please note that an extra charge applies. This number should only be used in case of emergencies.

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)
UTD@anthonytravel.com or UTtravel@anthonytravel.com
http://utsystem.anthonytravel.com

After-Hours Emergency Number:
1-800-342-9008 (for use between 6:01PM and 7:59AM Monday-Friday and on weekends)
VIT Code: S4RRG
Please note than an extra charge applies. This number should only be used in case of emergencies.

Planning Your Trip
Travel Authorization

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.

Travel Advance

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 Travel Funds Advance Request and Travel Authorization forms.

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

Booking Airfare
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
Baggage

Several airlines have quietly decreased the acceptable size of carry-on luggage.  And, 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. Please build enough time into your 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.).  

As of August 2014:

American Airlines

Delta

JetBlue

Southwest

United

Hotel Reservations

Travelers can make hotel reservations via:

Please note that direct billing for hotels is not available for most of the above methods. Usually, you will be required to hold the reservation on a personal credit card and request reimbursement upon completion of travel. UT Dallas has established direct billing capability with some local Dallas-area hotels. The Hotel Reference Sheet provides further information on special UT Dallas, State, and Government rates available for these hotels. If you have any further questions, please contact the Procurement Management Office.

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.
Rental Cars

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 or the travel agencies will be direct billed back to the traveler’s department. Reservations made with Hertz, Budget, or Avis, or reservations made 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.

Airport Parking

University of Texas employees receive 2 FREE DAYS PARKING at The Parking Spot

Order a UT corporate discount card, view discounted corporate rates, make parking reservations (including free day reservations), and get directions by viewing http://bit.ly/theparkingspotUTSystem

The University of Texas System Spot Club Exec program comes with a built-in 25% discount on all self- and valet parking services in Texas and nationwide discounts at all other Parking Spot locations. The Parking Spot is offering 2 free days of airport parking points to all employees who respond to this promotion by August 31st, 2014 – free day parking credits obtained by responding by August 31 do not have an expiration date.

After ordering a corporate discount card through the link above, a card will be mailed to the individual and pre-loaded with Spot Club points equivalent to 2 days of free parking. Each individual must register the card and make an award reservation to use Spot Points.

If an individual already has a UT Spot Club Exec card, he/she should email the card number to Arely Colmenero at acolmenero@theparkingspot.com and mention offer UTSystemFree2014 to receive the free parking points.

If an individual has a regular Spot Club card (it does not say UT System on the front), a new UT System card should be requested.  Current account information and accumulated Spot Club points can be merged into the new account.

Amenities:
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: cmaguire@theparkingspot.com

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

Group Travel
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.
Student Travel
Before planning student travel, please review the following: In addition, the following forms must be completed an 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. Per diems 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 forms are required for foreign travel approval: 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.
Getting Reimbursed

After the completion of travel, you must complete and submit a Travel Voucher to Travel Management Services. These instructions will guide you on how to complete the voucher.

It is important to remember that in-state and out-of-state travel are governed by federal per diem rates. Foreign travel per diem rates can be found on the U.S. Department of State Website. Per Diem is the allowance for lodging and meals. These are not fixed rates, but rather the maximum amount allowed. Reimbursement is based on your actual expenditures.

Remember to keep and submit your receipts for your hotel expenses, public transportation fares, parking, mileage, and other incidentals. If you rented a car and did not direct bill, please also include receipts for your rental. Documentation for meals does not need to be submitted with your travel voucher and are covered based on actual expenses and up to the per diem rate.

Please note: the University uses document imaging to scan and store documents for record retention. Individual travel receipts need to be attached and taped to single sheets of paper for scanning.