Financial Services

Travel FAQs

1.) What amount is reimbursed for mileage?
Mileage is reimbursed at 56.5 cents per mile (in-state and out-of-state).

2.) Are meals allowed on one-day trips?
No.

3.) Where can I find the mileage between locations?
Use Mapquest at http://www.mapquest.com/

4.) How do I book a rental car?
Contact Faye Ingram, ext. 5981. Our contracted rental car agencies are Enterprise and Avis.

5.) Can state funds be used to pay for student travel?
State funds can be used for students traveling on official state business only. Local funds must be used when students travel for any other purpose (debate, athletics, student government).

6.) What percentage of the total meal reimbursement rate can be taken per meal?
Breakfast:  15%
Lunch:       35%
Dinner:      50%
Note: Meals are reimbursable up to the maximum rate, not to exceed actual expenses. Rates can be found at http://www.window.state.tx.us/fm/travel/out_of_state/rate_sched.html

7.) Can registration fees be paid from a "75" account?
No, registration fees must be paid out of a "50" account (M&O). All other travel payments are paid out of the "75" account.

8.) How will I reimburse a prospective employee?
A prospective employee is reimbursed the same as an employee, using VE5 and VP5 documents, but with travel type "P". The prospective employee's airfare is booked through Corporate Travel Planners (CTP) and centrally billed. Payment of a spouse's airfare from State funds is not allowed. If the prospective employee is reimbursed for a spouse's ticket, the payment must be made from a Local account. The receipts required for prospective employees are the same as those required for UT Tyler employees.

9.) How do I make a change to an existing RTA?
Process a VE6 (only if a VP5 has not been created).

10.) How do I know I am using the correct Define travel screens on VP5s?
Transportation Screen-
Airline ticket
Rental Car
Taxi
Other Travel Screen-
Registration
Taxes on lodging
Business Calls
Parking
Postage
Copy Charges
NotaryFees
Books purchased
Gasoline charges
Foreign Travel, passport, visa charges, departure taxes

11.) How do I reimburse state employees from other UT components?
Before travel, create a VE5 for travel authorization, using Traveler Type "N." Once travel is completed, create a VP5 voucher for payment. NOTE: The receipts required for other state employees are the same as those required for UT Tyler employees.

12.) What expenses are reimbursable?
Airline ticket
Rental Vehicle
Parking
Taxi
Business Calls
Facsimile Charges
Copy Charges
Postage
Notary Fees
Hotel
Books purchased
Foreign Travel, passport, visa charges, departure taxes
The cost of money orders
Gasoline charges, vehicle rentals (only)
Taxes instate occupancy (on allowed amount), out of state, all taxes (on allowed amount)

13.) What expenses are non-reimbursable?
Tips or gratuities
Excess baggage charges for personal belongings
Personal expenses, purchase of video tapes, alcoholic beverages, dry cleaning or laundry
Kennel expenses for pets
Hotel occupancy taxes (in-state travel only)

14.) What about direct billings for hotels, rental cars, or centrally billed airfare? Should I encumber the amounts to pay for these expenses?
No. At this time, any amounts listed on an RTA are encumbered only to reimburse the traveler, and therefore will not be available for direct billings. It is recommended that you only encumber amounts needed to reimburse the traveler. If you expect no reimbursement to the traveler, encumber only a penny for direct billing charges. Add notes to the document when you need to indicate the amount of expected charges for airfare, etc.

 

 

 

 

The University of Texas at Tyler
Office of Financial Services
3900 University Blvd.
Tyler, Tx 75799