Step

Action

1

Produce a copy of your UT Corporate card denial from Bank of America.

2

Supply a memo indicating why you need an advance.

3

Complete a Travel Advance form (order from Stores Catalog #395-30-25).

4

Attach the above documents to the original travel request, and submit to Financial Operations.

5

A check in the amount of the projected travel cost is issued to the traveler no more than 5 working days prior to the departure date.

6

The travel reimbursement must be filed no later than 30 days following the period of travel.

7

In cases where the travel advance exceeds the authorized travel expense, the traveler must submit a personal check payable to U.T. Accounting reimbursing the UTHSCH for the difference.

8

For additional information on employee reimbursements, visit the ER Team website.

Stage

Description

1

The travel request and related documentation must be received in Financial Operations within 10 business days of the travel date.

Note: For requests received less than 10 business days before travel see Late Travel Requests.

2

The employee completes the Multi-Purpose Requisition form and a Travel Worksheet

3

The employee submits to her/his department manager the:

Multi-Purpose Requisition form

Travel Worksheet

Travel documents with location, date, itinerary, conference agenda and completed registration form

Make a copy of this documentation for your records to be submitted upon return from your trip

4

The department manager reviews the request.

5

The department manager uses this table to determine what happens next:

WHEN the department manager... THEN the department manager... Approves the request Submits the forms with her/his approval to Financial Operations at least 10 business days prior to travel. Travel requests received less than 10 business days prior to travel are considered late requests and require approval from Administration (see Late Travel Requests) Denies the request Informs the employee of her/his decision. The process is complete.

Step

Action

1

The department manager must get approval from Administration for the late travel request.

2

The traveler completes a travel request prior to departure and includes the cost for registration in the travel worksheet.

3

If the travel request involves a registration fee, the traveler pays for it with her/his personal credit card, or personal check.

4

For refund purposes, the traveler provides a receipt of the fee (if paid with her/his credit card) or a cancelled check (if paid with her/his personal check).

5

The registration fee is refunded to the traveler once the trip has been completed.

6

Hand carried UT checks payable to the vendor for last-minute requests are no longer an option. No exceptions.

Expense

Reimbursement Based On

Lodging

The lesser of the following:

Actual expenses

Per diem allowance for the travel destination

The UT daily lodging maximum for discretionary accounts is $250/day Note: This does not affect the maximum allowed for state and federally funded accounts.

Actual documented expenditures

Meals

Receipts for food are not required. Food is refunded according to the maximum amount set up by State allowance.

Special provisions for out-of-state travel

The employee contacts Financial Operations to determine the maximum reimbursement available

Personal automobile mileage

Distance specified by the Official State Mileage Guide

Stage

Description

1

The employee submits to Financial Operations the following:

A copy of the TA screen print from Financial Operations

Receipts (preferably with the logo printed on the receipt)

Itinerary

UT travel expenditure worksheet

Documents regarding the conference

2

All reimbursements are routed through Financial Operations (not the UT Travel Office). Financial Operations meets with the UT Travel representative for reimbursement.

3

Within 30 days of receipt of the paperwork in Stage 1, Financial Operations sends the reimbursement check with a sign-in sheet to the traveler by courier. If any questions, call Financial Operations at 713-741-5041.