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.
New faculty & staff are automatically authorized to use Concur. A travel arranger who can book airfare/hotels/cars on behalf of other employees can be set up by emailing [email protected].
An authorization for official business travel should be done in advance of a trip. The authorization should be approved by the immediate supervisor and kept in the department. This includes all travel for employees, prospective employees, independent contractors and students. The Domestic Travel Authorization Form may be used to document approval, but other methods are also acceptable.
Groupize is web-based program for Small and Large Meeting/Group Travel needing for hotels. Groupize allows for payment either with the One Card 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.
For additional help: UT Dallas-How to use Groupize
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 make hotel reservations via:
Conference hotel rates are reimbursable only when you provide support documentation from the conference to show the rate is legitimate. Otherwise, you will be held accountable for the actual cost up to the maximum daily reimbursement for the city you are in.
Employees and representatives of The University of Texas at Dallas are exempt from the Texas state hotel occupancy tax when traveling on official business for the University.
As a Texas institution of higher education, The University of Texas at Dallas qualifies for the state hotel occupancy tax exemption as a Texas educational entity. The exemption applies to state hotel taxes, but not local hotel taxes.
A completed UT Dallas Texas Hotel Occupancy Tax Exemption Certificate must be provided to the hotel to claim exemption from the Texas state hotel occupancy tax. The hotel may request documentation such as a photo ID, UT Dallas business card, or other documentation to verify the guest’s affiliation with UT Dallas.
Employees of The University of Texas at Dallas traveling on official university business may receive the exemption after presenting the completed exemption certificate, and can pay the hotel in any manner.
Non-employees of The University of Texas at Dallas traveling on official university business may receive the exemption after the University provides a completed exemption certificate, and the University must pay the hotel with its funds, such as a university credit card or direct billing.
Travelers can book a rental car via:
Car rentals are available through five contracted agencies. National and Enterprise rentals are direct billed to the cost center through Concur or the full service agencies. UT System has contracted discounted rental cars that include collision and liability coverage.
The University reimburses for the actual cost of meals and hotel while traveling. These should not exceed the GSA standard domestic rates Domestic Maximum Spending Limits. For international travel the USDOS standard rate is used Domestic Maximum Spending Limits. Travelers should familiarize themselves with these rates for their destination cities before traveling.
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. Travel reimbursements are submitted separately via Request for Check after the services have been provided. The university prefers the independent contractor to purchase travel services out-of-pocket and seek a Reimbursement Request upon completion of travel.
UT Dallas travelers can book their flights, car rentals, and hotel stays via the Concur login found in the Galaxy portal. 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 the contract agencies for the FAA. Accounts are available for all employees during the on-boarding process. Any name changes or account information correction must be submitted via ePAR to HR. Accounts are available after the ePAR has completed workflow.
Any further questions regarding the training material, please contact at [email protected] or x2300. Please note that Concur reservations are only fulfilled through CTP.
The travel agency listed below is allowed to purchase tickets at the State of Texas or UT System contract rates (where applicable) on your behalf. All use of the full service travel agency (CTP) will be billed back to the traveler’s department. There is no charge to the department for use of the Concur online booking tool. Concur provides a list of all travel plans and is the direct source for travel alerts.
|Full Service Agency||After Hours Contact|
|Corporate Travel Planners (CTP):|
(available 8:00AM – 6:30PM
Monday – Friday):
(for use between 6:01PM and 7:59AM M-F and on weekends)
VIT Code: S2P2A
Most travelers will use their One Card to pay for travel expenses, or use a personal credit card and file for a reimbursement after completion of travel. On occasion, a traveler may request a travel advance card – a credit card with a specific balance and time frame for use. The request form can be found in eProcurement under Forms – Travel Advance Card. This form must be approved by the employee’s Fiscal Officer no later than 10 business days prior to the Travel Start Date.
When the traveler returns, they must sign into the Global Card Management System (GCMS) website. The Travel Advance Card Citibank Instructions quick guide outlines how to use the pre-set User ID and Password provided in the Travel Advance Card Envelope to access your transactions in Citibank.
Each transaction should be updated to the correct accounting code and business purpose. Then the Expense Report should be printed out and signed by the traveler and supervisor. To print out the Expense Report use the Travel Advance Card Printing Report Instructions guide and then attach all corresponding itemized receipts. This Expense Report must be printed, fully signed and attached to the Travel Advance Card Reconciliation Form along with itemized receipts by the 10th business day after the Travel End Date.
After completion of the travel, travelers or a representative, complete and submit an Employee Travel Voucher located in eProcurement. Reimbursement is based on actual expenditures. Receipts should be attached.
Submit itemized receipts for hotel, public transportation fares, parking, mileage logs and other incidentals. Payment Services does not require documentation for meals unless the funds involve Contracts or Grants. 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: The University reimburses reasonable expenses for business meals and entertainment. Reasonable expenses include those normally incurred and expected, considering the business purpose of the event, its attendees and relevant circumstances. Generally, this amount will not exceed $75 per person. The per-person cost includes meals, drinks, tax and tips.
Employees of The University of Texas at Dallas are expected to be good stewards of university funds. University leadership reserves the right to deny reimbursement of excessive expenditures. Additional requirements and limits for entertainment expenditures may be promulgated by the Dean, Vice President or Business Officer.
Faculty staff, and students whose travel expenses are funded by sponsored projects funds must adhere to all University Travel and Business Expense Policies, Sponsor specific policies and requirements, and the cost principles as defined by the Office of Management and Budget (“OMB”) as part of 2 CFR 200.474 for federally sponsored projects.
Please discuss any extraordinary or potentially questionable expenses with the Dean, Vice President or Business Officer.
More restrictive travel and business expense policies and procedures may be mandated by specific programs, schools, departments or offices.
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 the University’s accountable plan or 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.
Reimbursement may be requested by completing the Empl. Non-Travel Reimbursement form located in eProcurement. Reimbursement is based on actual expenditures, and sales tax will not be reimbursed. Receipts should be attached.
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
Review the following:
The University’s Release and Indemnification Agreements and Medical Information must be completed and signed by each student and member of the public prior to participating in University Sponsored Travel.
Students/Teams/Groups are also required to complete a travel authorization prior to travel. Travel arrangements should not be made without these forms being fully approved.
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 form is required for foreign travel approval:
When foreign currency is used, the OANDA currency conversion or bank statement should be attached to the travel expenses. OANDA Currency Conversion
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 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 International SOS.
To obtain an SOS travel card or for additional information, please contact [email protected].
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.).
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 that gives all university travelers a 12% discount on airport parking. Visit the UT Dallas Parking Spot website to register for your card and make parking reservations.
The Parking Spot’s facilities are fully fenced, well-lit and operate 24/7 providing a secure area to park vehicles. Benefits include:
For questions or concerns contact Sales Manager Katy Keim at: [email protected]
|Airfare Contract Rates||External link to the Texas Comptroller’s Website. Contract fares are available only for state business purposes, can be booked through the university’s contracted travel agencies, and allow changes or refunds to be made to the purchased tickets.|
|Report of State Agents Traveling to Washington, D.C.||External link to information regarding state funded travel to Washington D.C. to engage in activities related to obtaining or spending federal funds, or to impact federal policies.|
|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|
|Fly America Act||Foreign travel costs funded by federal sponsored programs must comply with the Fly America Act.|