Welcome to the Travel Management Services for the University of Texas at Dallas. Though we do not make direct travel arrangements for the university community, we do offer information and customer service to assist in travel planning, travel-related paperwork, and travel-related payment/reimbursement requests. We 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.
To be reimbursed for university-related business travel, you must complete certain authorization. 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.
Authorization for Professional Services (AFPS)
The AFPS (Authorization for Professional Services) is used forall 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. The university prefers the independent contractor to purchase travel services out-of-pocket and seek a Reimbursement Request upon completion of travel.
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. There are few exceptions and ALL exceptions to the travel policies must be pre-approved by the Assistant Vice President of Procurement Management prior to booking travel. The approval must be included with the travel voucher for reimbursement.
Travelers can book airfare via:
- Concur Online Booking (Sign up here to register if a first-time user)
- University-contracted travel agencies
Travelers can make hotel reservations via:
- Concur Online Booking (click here to register if a first-time user)
- Contracted travel agencies
- Calling your hotel of choice.
- (Local Area Only) Direct Bill Hotel . 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, contact email@example.com.
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 hotel reimbursement is limited to actual cost. The maximum allowable is 150% of the GSA rate. 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.
Travelers can book a rental car via:
- Concur Online Booking Tool (click here to register if a first-time user)
- Contracted travel agencies.
Car rentals are available through five contracted agencies: Avis, Budget, Enterprise, Hertz or National. Car rentals booked through Avis, Enterprise or National can be 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. Reservations made with Hertz or Budget will require a university One Card or personal credit card and reimbursement request upon completion of travel.
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.
Full Service Agency
After Hours Contact
(for use between 6:01PM and 7:59AM M-F and on weekends)
VIT Code: S2P2A
Anthony Travel (ATI):
(for use between 6:01PM and 7:59AM Monday-Friday and on weekends)
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, and should be completed using the contract agencies.
First-time Concur user, follow these instructions to request a Concur account:
- Request here. Enter your full name as it appears on your government ID, your work email (prefer NetID@utdallas.edu), and your work phone number.
- 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.)
- Traveler will create a unique password to complete their self-registration.
- Travel arrangers can be assigned in the profile. Travel arrangers must have an account.
Online Help Desk (CTP): 1-877-727-5188
If you have any further questions regarding the training material, please contact our office at firstname.lastname@example.org or x2300. Please note that Concur reservations are only fulfilled through CTP.
· Concur Travel QuickStart Guide
· Booking a Flight
· Booking a Hotel
· Booking a Car
When booking group flights use one of the University’s contracted travel agencies to book both airfare and hotel rooms. When booking flights for a group, remember that
- Airlines define a “group” as 9 or more individuals traveling to the same destination.
- Groups of 9 or more individuals traveling to the same destination are not eligible for State of Texas contract airfare.
Review the following:
- Dean of Student’s Travel Guidelines for University information and rules about student travel
- International Center for student-travel policy specific to international travel.
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.
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, visit the International Center.
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 your 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@example.com.
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. It is not mandatory for travelers to register with TripCase. It is 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:
If you have any questions, please feel free to contact the firstname.lastname@example.org or CTP/Anthony Travel.
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 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.).
Order a UT corporate discount card, view discounted corporate rates, make parking reservations (including free day reservations), and get directions by viewing parkingspot UT System.If you have 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.
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.
Each individual must register the card and make an award reservation to use Spot Points.
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@example.com
Visit the UT Dallas Parking Spot website to register for your card and make parking reservations.
After the completion of travel, travelers complete and submit a Travel Voucher to Travel Management Services within 30 days of the ending date of the trip. 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 actual cost. The maximum rates for Foreign can be found on the U.S. Department of State Website. Reimbursement is based on your actual expenditures.
Submit receipts for hotel expenses, public transportation fares, parking, mileage, and other incidentals. For non-direct billed rental cars, include the receipts. Procurement Management does not require documentation 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.
Please send the travel vouchers through email to firstname.lastname@example.org. Keep the original paperwork until reimbursed 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."
|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|