VPBA approval must be obtained when using a personal vehicle (See "Rented Vehicle" section below). The mileage rate is 56.5 cents per mile. Point-to-point mileage may be documented by MapQuest (http://www.mapquest.com/) or by an employee’s vehicle odometer reading. The number of reimbursable miles may not exceed the number of miles of the most cost-effective reasonable safe route.
When traveling by automobile, employees must use a rental unless the EVPBA approves the use of a personal vehicle. Rental car reservations may be booked through Faye Ingram in Financial Services at email@example.com or (903) 565-5981 or through CTP* at (866) 366-1142 or online. Rental car fees are billed directly to the University. Gasoline charges are reimbursable when rented vehicles are used. Rental cars reservations may be made in conjunction with airfare.
All airline tickets are booked through CTP* at (866) 366-1142 or online. The reimbursement for air transportation may not exceed the cost of the lowest refundable available airfare. If non-refundable airfare is purchased, the employee will incur the risk of trip cancellation. If a ticket is available at a lower cost from a source other than CTP*, supporting documentation is required. NOTE: Reservations must be confirmed within 24 hours or tickets are automatically canceled. Fare and flight availability are not guaranteed until purchased. Reservations cannot be finalized until CTP receives the traveler's RTA and the departmental DEFINE account number. The reservation is complete when the traveler/travel arranger receives an e-Invoice with the remarks “your e-ticket confirmation is XXXXXX." When e-mailing CTP at firstname.lastname@example.org after 4P.M CST, CTP will respond the next business morning. For same day travel request please call CTP direct at 1-866-366-1142.
Mass Transit, Taxi, or Limousine
The supporting documentation for travel by mass transit, taxi, or limousine must itemize the date and the fare charged for each trip. The itemization may be provided by a receipt from the mass transit, taxi or limousine company or by any other means.
*Corporate Travel Planners, Inc., UT Tyler's travel agent.