Chapter 6: Travel Policy

6.1 Purpose

The purpose of this policy is to comply with rules and regulations applicable to travel by University of Texas at El Paso (University) representatives. This policy is governed by a variety of sources including the State of Texas Travel Regulations Act (Travel Act), the General Appropriations Act, the Board of Regents' Rules and Regulations of The University of Texas System, the State of Texas Travel Guide (Textravel), official interpretations of the Travel Act as made by the State Comptroller of Public Accounts, the Internal Revenue Code and Internal Revenue Service Publication 463, and by University policies, rules, and regulations.

This policy is also to establish cost-effective University official travel practices and ensure appropriate use of funds. All University representatives identified in section 6.2 traveling on official University travel must minimize the amount of travel expenditures and/or reimbursements by ensuring that each travel arrangement is the most cost-effective considering all relevant circumstances.

6.2 Scope

This policy applies to all University faculty, staff, students, prospective employees, guests, and contractors traveling on official University travel. This policy does not apply to individuals traveling for personal reasons with personal funds.

Official University travel is any travel which is University-sponsored, University-administered, University-organized, University-funded or conducted within one's capacity as a University representative. This includes but is not limited to study abroad and exchange programs, field studies, research trips, class field trips, internships or practicums, conferences, seminars or meetings, teaching endeavors, medical rotations, student organization trips, service learning or volunteering, and experiential and work programs. Official University travel must benefit the University.

6.3 Policy

6.3.1 Principles

6.3.1.1 Employee Responsibilities. All University employees are Texas state employees, and therefore, are required to be aware of the state laws and rules and regulations governing travel by state employees. Failure to comply with these laws, rules and regulations could result in non-reimbursement of travel expenses and/or disciplinary action up to and including termination, and/or prosecution in the case of fraudulent misrepresentation of Travel Expenses. Additional information regarding travel regulations is available with the University Disbursement and Travel Services Office. University employees and travel expenses are defined in section 6.4 of this policy.

6.3.1.2 Stricter guidelines may be imposed by individual department heads and, in addition, some sources of funds may involve additional restrictions (e.g. contract and grant funding). If department heads adopt expense reimbursement rates lower than those referenced herein, the maximum reimbursement amounts must be documented and approved by the traveler and budget authority on a Travel Reimbursement Agreement prior to adoption and travel.

6.3.2 Travel Authorization

6.3.2.1 Prior approval is required for all official University travel resulting in absences from the University campus (or other designated headquarters) for periods of half a day or more during the normal working/class period, whether or not there is a cost to the University. Prior approval is also required for any travel outside of El Paso County regardless of the mode of transportation utilized. Designated headquarters is defined in section 6.4 of this policy.

Faculty and staff on official University travel must obtain a fully approved Travel Authorization prior to the start of travel or the purchase of prepaid travel expenditures. “Fully approved” indicates that all required workflow approvals have been completed. Traveling University employees, their supervisors, and the owner of the funding source for the travel are responsible for completing all pre-travel approvals.

When faculty and staff travel with students, a list of all the students traveling must be attached to the fully approved Travel Authorization prior to the start of travel. Texas state law prohibits students from traveling using state funds. State funds are defined in section 6.4 of this policy.
See the Travel Authorization Business Process Guidelines for policy, procedures, and applicability.

Students on official University travel must obtain approval per the University Handbook of Operating Procedures (HOP) Section II, Chapter 11, Student Travel Policy for Organized or Sponsored Events, and Section II, Chapter 12, Student Travel Policy for Registered Student Organizations. Student Travel organized and sponsored by the University must follow Section II of the University HOP covering Student Affairs.

6.3.2.2 International Travel Authorizations: International Oversight Committee and Export Control.

Travel to international locations noted on the Restricted Regions List must be approved by the International Oversight Committee prior to the start of the travel. See the Travel Authorization Business Process Guidelines and the International Oversight Committee website for further information.
All international travelers on official University travel are required to complete the Certification of Temporary Export of UTEP Property and Review of U.S. Control Regulations form to Research & Innovation, Research Compliance and Regulatory Assurances prior to departure. See the Travel Authorization Business Process Guidelines and the Export Control website for further information.

6.3.2.3 Travel to Washington, D.C. Prior to travel, when a trip involves activities to obtain or spend federal funds or impacts federal policies, official University travelers must also inform the Texas Office of State-Federal Relations (OSFR) regarding the timing of the trip, the purpose of the trip, and the name of a contact person for additional information. The form can be found on and submitted via the OSFR website. The supporting documentation attached to the reimbursement request must include proof that, before the trip, the OSFR was informed about the trip.

6.3.2.4 When a prospective employee is requested to travel for an employment interview, he or she may be reimbursed for travel expenses in the same manner as a University employee. A travel advance may not be issued to a prospective employee. Prospective employees are not exempt from hotel occupancy taxes and may be reimbursed for those taxes as an incidental expense. Prospective University employee is defined in section 6.4 of this policy.

6.3.2.5 A disabled employee or applicant for employment who is required to travel on official University travel or as part of the application or interview process may be reimbursed for attendant care travel expenses. The attendant’s travel expenses are subject to the same rules as those applicable to the employee or applicant. First class or business class airfare for disabled employees or applicants is allowable only if it is medically necessary and approved as a reasonable accommodation. The supporting documentation for reimbursement of an attendant’s travel expenses and/or additional expenses arising out of the reasonable accommodation must include documented confirmation that the reasonable accommodation was approved by the University’s ADA Coordinator.

6.3.3 Travel on Sponsored Projects (Grant) Funds or Gift Funds

6.3.3.1 Travel allowances and reimbursements under Grants or sponsored project contracts will be in accordance with the terms of the corresponding Grant and/or contract. If the Grant and/or contract does not specify terms for travel, then the applicable University Travel Policy will apply. Grants or Sponsored Project contracts may apply additional restrictions to the University Travel Policy. Questions regarding travel allowances and reimbursements on Grants or Sponsored Project contracts should be directed to the University Grants Management team.

In addition to institutional approval, special written approval from the granting agency may be required if specific authorization is not provided for under the terms of the contract or grant. It is the responsibility of the Principal Investigator to secure all necessary approvals; failure to do so will result if disallowance of travel expenses.

6.3.3.2 Travel allowances and reimbursements funded with Gift accounts must comply with the terms and conditions of the donor. If the gift fund donor does not specify terms for travel, then the applicable University Travel Policy will apply.

6.3.3.3 An employee may be reimbursed for travel expenses from both a non-state agency source and from the State of Texas so long as the total reimbursement from all sources is not greater than actual expenses.

6.3.4 UT System Contracted Travel and Car Rental Agencies

6.3.4.1 As required by the UT Systemwide contracts, official University travel arrangements funded by the University must be made through the approved travel agencies and vendors per the University business process guidelines.

6.3.4.2 Packaged Travel Arrangements. The use of third-party websites such as Orbitz, Hotels.com, Travelocity, etc. are not allowed for making packaged travel arrangements for University travel. All travelers must use the University contracted travel agencies to make travel arrangements. Packaged travel arrangements are defined as a travel reservation containing at least two of the three major travel components (flight, lodging, car rental) where there was a single booking and payment transaction.

The Office of International Programs (OIP) is authorized to utilize third-party providers of study abroad for faculty-led programs tailored to the academic needs of the course. These providers coordinate group accommodations, local group transportation, cultural excursions, and local guides, as well as risk management support.

6.3.5 Travel Expenses

6.3.5.1 General Rules. Travel expenses will be reimbursed only from funds budgeted for travel. When processing travel reimbursements from state funds, the Texas Travel Regulations Act and the official interpretations of said act made by the State Comptroller of Public Accounts must be followed. Travel expenses and state funds are defined in section 6.4 of this policy.

Conservation of Funds. An individual on official University travel must plan to minimize the amount of travel expenses incurred by ensuring that each travel arrangement is the most cost-effective considering all relevant circumstances while complying with the guidelines set forth in this travel policy. Travel expenses must be reasonable, appropriately documented, properly authorized and demonstrate a benefit to the University.
An individual on official University travel can only be reimbursed for his or her own expenditures. University travelers are not allowed reimbursement for expenditures incurred by other individuals.

Exception: If an individual pays for a meal on behalf of multiple UTEP travelers, the expense may be considered a business meal in accordance with HOP Section VII, Chapter 12: Entertainment Expenses, Tangible Awards, and Gifts. In such cases, the meal is reimbursable to the individual who incurred the expense; however, the cost of the meal must be applied against and will reduce the per diem reimbursement amounts for all UTEP employees and students in attendance.

Travel authorization (TA) and/or expense reports for travel reimbursements should identify the nature of the official University business performed within the legal responsibilities of the University. When recruiting of faculty and staff is involved, names of persons contacted, letters or agendas or e-mail correspondence are appropriate supporting documentation.
While state funded accounts may not be used for tips and gratuities, local accounts may be used to reimburse reasonable tips and gratuities at the University’s discretion.

6.3.5.2 Supporting Documentation for Expense Reports. Original itemized commercial receipts are required for travel expense reimbursements. Additional receipt requirements for specific travel expenses which are not stated in this policy can be found at the State of Texas Travel Guide (Textravel). Expense report and travel expenses are defined in section 6.4 of this policy.

A receipt that has been altered by any person other than the entity issuing the receipt is unacceptable. A receipt to which additional information has been added is considered unaltered if the information does not conflict with the original information on the receipt.
The paper version of a receipt delivered through the Internet or electronic mail by a vendor including a commercial lodging establishment, travel agency or broker is considered original.
Requests for reimbursement of expenses should preferably be submitted within 30 calendar days. Requests for reimbursement of expenses must be submitted and approved within 60 calendar days after completing the travel or incurring the relevant expenses. Otherwise, the reimbursement, if approved, is taxable to the individual.

6.3.5.3 Unallowable Expenses. Non-reimbursable travel expenses include:

Alcoholic beverages;
Meals or lodging when travel does not require an overnight stay;
Any expense, with the exception of parking and toll expenses, which is related to the operation of a personally owned or leased motor vehicle;
Excess baggage charges for personal belongings;
Personal expenses, such as the rental or purchase of personal entertainment, dry cleaning or laundry;
Kennel or boarding expenses for a pet;
Upgrade fees of any kind (hotels, airfare, etc.);
Cancellation or change fees relating to airfare and/or rental vehicles that were purchased outside of the UT System Contracted Travel and Car Rental Agencies per section 6.3.6 of this policy;
Expenses incurred during personal travel (illness, family emergency, or any occurrence not connected with University official duties).

6.3.5.4 Exceptions and Non-Compliance. Exceptions to the University Travel policy must be approved by the responsible Dean or Vice President for the funding source indicated on the expense report or travel authorization. Exceptions must be essential to the continued operations of the University and may not violate any federal or state laws.

Exception to policy approvals must be attached to the corresponding travel authorization and/or expense report prior to submission. Management, including the Vice President for Business Affairs, will be notified of documented exceptions to the University Travel policy.

6.3.6 Transportation Expenses. This section details the rules and procedures to follow when booking transportation or seeking reimbursement for transportation on University official travel. Travelers should select the most cost-effective method of transportation available.

6.3.6.1 Commercial Air. University employees are required to make travel arrangements for airfare using the UT System contracted travel agency. See the Airline Reservations Business Process Guideline for policy, procedures and applicability.

Discounted and Contracted Airfares. UT System discounted airfares and state contracted rates are available to travelers for University official travel where travel is being paid by the University. They are not to be used for leisure, personal or for any travel other than University official travel. UT System discounted airfares are available to prospective employees or to independent contractors/consultants engaged by the University.
Additional Air Travel Insurance. Reservations made through the UT System contracted travel agency include automatic flight insurance for the traveler at no additional cost to the University or individual. Flights booked through the UT System contracted travel agency are prepaid with the University Central Billing Account (CBA), which provides travelers with additional travel insurance, in addition to the insurance provided by the UT System contracted travel agency.
Reimbursement. Official University travelers may request reimbursement for airfare not purchased with the UT System contracted travel agency only if an exception in the Airline Reservations Business Process Guideline applies. Original itemized commercial receipts are required for reimbursement.

The reimbursement for commercial air transportation may not exceed the cost of the lowest available airfare. First class airfare may be reimbursed if it was the only available airfare. Business class airfare may be reimbursed only if a lower airfare was not available. If reimbursement is for first class or business class airfare when another fare was available, the supporting documentation must justify that the first class or business class airfare was an approved accommodation for the employee in accordance with section 6.3.2.5 of this policy.
The University may not reimburse an employee for the cost of air transportation by a person or entity that is not a commercial transportation company as defined in section 6.4 of this policy.
When an employee combines University official travel and personal air travel, employee’s reimbursement may not exceed the amount airfare would have been had employee not included personal travel. So long as that limit is not exceeded, employee may be reimbursed for the full cost of airfare. Federal taxes on airfare are reimbursable.

6.3.6.2 Rental Vehicles. University travelers are required to make arrangements for rental cars using the UT System contracted rental car companies. See the Rental Car Reservations Business Process Guideline for policy, procedures, and applicability.

Reimbursement. Official University travelers may request reimbursement for rental cars not purchased with the UT System contracted travel agency only if an exception in the Rental Car Reservations Business Process Guideline applies. Documentation supporting the exception must be provided when requesting reimbursement.

Cost Comparison. The University’s standardized mode of transportation is commercial air travel. Constructive Airfare is the cost comparison between commercial air travel expenses and the selected alternative mode of transportation expense. If the traveler chooses a mode other than commercial air travel, then they would need to provide an airfare quote along with a quote of the mode of transportation chosen. The reimbursement for the traveler will be the lesser of airfare cost or the mode of transportation chosen by the traveler. It must be documented that constructive airfare is being used, and a quote from the UT System contracted travel agencies showing the cost of commercial air travel must be provided prior to the travel.
Original itemized commercial receipts as defined within the Rental Car Reservations Business Process Guideline are required for reimbursement.
If the individual listed on the receipt is different than the University traveler listed on the voucher or expense report, the supporting documentation must include proof that the traveler paid the expenses for which he or she is claiming reimbursement. The proof may be in the form of a credit card slip or billing, a canceled check or a receipt from the individual listed on the receipt.
If the receipt and contract are both unavailable, the supporting documentation must include the canceled check or credit card slip used to pay the rental expense or the credit card billing on which the rental charges appear. If any of these alternative methods are used as supporting documentation, the above information required from the receipt must still be included in the documentation.
The reimbursement includes all applicable taxes and mandatory charges. Secondary drivers are allowed only if the additional driver is operating the car during the course and scope of official University business.
Refueling Provisions. Vehicles are commonly provided to travelers with a full tank of gas. Fuel is not included in the car rental rate. If a vehicle is returned with less than a full tank of gas, refueling fees will vary based on the vendor and location. Refueling fees are generally higher than "gas pump" prices and can be as much as fifty percent (50%) above local market price. It is strongly recommended that a prepaid fuel option be chosen at the time of the rental or that the vehicle be returned with a full tank of gas.

6.3.6.3 Use of Personal Car on Official University Travel. An official University traveler may be reimbursed for use of a personal vehicle if it is the most cost-effective method of transportation. See the Mileage Reimbursement Business Process Guideline for policy, procedures and applicability.

Cost Comparison. A constructive airfare and car rental quote, along with the estimated mileage reimbursement calculation using Google Maps are required for all travel mileage reimbursements to determine the option that offers the greatest conservation of funds. The Texas Comptroller of Public Accounts Rental Vehicle vs. Mileage Reimbursement Calculator may be added to the constructive car rental cost comparison to take into consideration the cost of fuel for the rental car. The University will reimburse the traveler for the lesser of the constructive airfare quote, the constructive car rental quote, or the mileage.
Personal vehicle mileage reimbursements may be requested in accordance with the policy, procedures and applicability provided in the Mileage Reimbursement Business Process Guideline.

6.3.6.4 Travel by Mass Transit, Rail/Train, Taxi, or Network Transportation Driver. An official University traveler may be reimbursed for ground commercial transportation in accordance with the policy, procedures, and applicability provided in the Ground Transportation Reimbursement Business Process Guideline.

6.3.7 Lodging, Meals, and Incidental Expenses.

6.3.7.1 Travel Meal Reimbursements. University faculty, staff, and student travelers may be reimbursed for meal expenses in accordance with the policy, procedures, and applicability provided in the Travel Meal Reimbursement Business Process Guidelines.

6.3.7.2 Lodging Expense Reimbursements. An official University traveler may be reimbursed for lodging expenses in accordance with the policy, procedures, and applicability provided in the Lodging Reservation and Reimbursement Business Process Guideline.

Only single occupancy rates can be claimed as a lodging expense. If two or more employees share lodging, the lodging expense should be divided equally between the employees and documented on both expense reimbursement reports.
A University employee may claim less than the maximum meal reimbursement rate for a duty point and use the amount of the reduction to increase the maximum lodging reimbursement rate for the duty point. This is allowable for in-state and out-of-state travel.
Meal expenses and lodging expenses are not reimbursable without an overnight stay.
Excess meal expenses and lodging expenses for one day may not be carried forward or backward to another day.

6.3.7.3 Lease of an Apartment or House. An apartment or house rental expense may be reimbursed if:

The purpose of the rental is the conservation of state funds, and
The department reasonably anticipates that the employee will be using the apartment or house while conducting University official travel throughout the term of the lease.

Application fees and other mandatory costs associated with applying for the rental of the apartment or house are reimbursable.

6.3.7.4 Incidental Expenses.

The University may reimburse an employee for business Internet and telephone calls as an incidental expense.
A University faculty, staff, or student traveling outside of Texas may be reimbursed for the required payment of hotel occupancy or similar taxes. The reimbursement is classified as an incidental expense. The taxes are not classified as a lodging expense for the purpose of the maximum reimbursement rate for those expenses.

6.3.8 Conference, Seminar, Workshop, or Training Registration Fees. University faculty, staff, and student travelers may be reimbursed for seminar and/or conference fees in accordance with the policy, procedures, and applicability provided in the Seminar and Conference Fees Business Process Guidelines.

A registration fee can be paid in advance by the University, but only if the fee is paid in the same fiscal year as the date of the conference. A registration fee that includes a membership fee may be paid in advance and charged to the current year's budget if the request is made no earlier than six (6) weeks prior to the date of the conference. Every effort should be made to attend "paid in advance" conferences and, with the approval of the supervisor, one employee may replace another employee at the conference.

6.3.9 Cancellation Charge or Change Fee.

The University may reimburse an employee for a cancellation charge related to a travel expense, if the charge is incurred:

For a reason related to University official travel;
For a reason related to University official travel that could not be conducted because of a natural disaster; or
If an employee was unable to use transportation that was paid in advance to obtain a cost savings because that employee was ill or had a personal emergency.

6.3.10 Lost or Stolen Tickets. A University employee may be reimbursed for a lost or stolen ticket if he or she exercised reasonable care to safeguard the ticket. The supporting documentation must include a statement that the employee exercised reasonable care to safeguard the ticket or item. This statement must be signed by someone in the employee's direct reporting line.

6.3.11 Trips Including Personal and Weekend Travel. Personal activities combined with official University travel should be identified in the Travel Authorization and the Expense Reimbursement. Expenses incurred during personal travel are not reimbursable.

6.3.11.1 Weekend Travel. If official University travel temporarily ends on Friday and resumes on Monday, the traveler may have the option to stay at the duty point or return to designated headquarters for the weekend.

If the traveler chooses to remain at the duty point, expenses for the weekend are subject to the same limitations as weekday travel.
If the traveler decides to return to designated headquarters, the travel reimbursement shall be limited to the lesser of the expenses that would have been reimbursed, had the traveler stayed at the duty point, and the transportation expenses incurred returning to designated headquarters and going back to the duty point.
If a traveler leaves a duty point and travels for personal reasons to a location other than designated headquarters for the weekend, reimbursement will be limited to the lodging per diem rate for the location of the duty point on the weekend.

6.3.11.2 Travel Expenses Incurred While on Personal Leave.

If an employee on personal leave at a location outside the designated headquarters is required to travel to a duty point, the travel expenses incurred may be reimbursed. The reimbursement shall not exceed the lesser of the amount of actual travel expenses and the amount that would have been incurred had the employee traveled from their designated headquarters.
When an employee is required to return to headquarters while on personal leave, he or she may be reimbursed for the travel expenses incurred while traveling to headquarters and returning to the place he or she was staying while on personal leave.

6.3.12 General Rules for Travel to International Destinations. Official University travelers must follow the policy, procedures, and applicability provided in the International Travel Business Process Guideline.

6.3.13 Death of an Employee. If a University employee dies while conducting UTEP official travel at a duty point outside his or her designated headquarters, the University may pay the expense of preparing and transporting the employee’s remains and personal property to the employee’s designated headquarters or another location designated by the executor or administrator of the employee’s estate. If transport is to a location other than the designated headquarters, then the amount of the University’s payment will not exceed the amount that would have been paid for transport to the headquarters.

The University may reimburse the employee’s estate for appropriate lodging and transportation expenses incurred by the employee at the duty point.

6.3.14 Corporate Cards. Corporate Central Billing Account (CBA) charge cards are available to employees who travel on official University business. The card application is available through the University Disbursement and Travel Services Office with no annual fee and is to be used for official University travel only.

6.3.14.1 When obtaining a charge card, the employee accepts the responsibility for reconciling all charges in a timely manner and agrees that the charge card is intended for University official travel use only. Use of the corporate travel charge card by an employee for personal business or personal travel is considered a violation of the University regulations and will be subject to disciplinary action. A CBA travel charge card issued to an employee of the University by the State of Texas remains the property of the State of Texas.

6.3.14.2 The card is issued in the employee's name and is paid by the University. The University may receive monthly reports of charges made on all charge cards and the status of payments. Charges and payments are reviewed for compliance with guidelines stipulated on the Card Use Agreement signed by the employee at the time of application. Delinquent accounts may be closed or suspended by Card Issuing Company or by the University Travel.

6.3.15 Travel Fund Advances. Employees traveling on University official travel may be authorized to obtain a cash advance for travel expenses in accordance with the policy, procedures and applicability provided in the Cash Advances for Travel Reimbursement Business Process Guideline.

6.4 Definitions

Cancellation Charge: is a fee, charge or payment that a provider of travel services assesses or retains because of the cancellation or change of a travel reservation or other travel plan.

Commercial Lodging Establishment: means (1) a motel, hotel, inn, apartment, house, or similar establishment that provides lodging to the public for pay; or (2) a person or establishment that provides lodging for pay that the comptroller determines to have a sufficient number of the characteristics of a commercial lodging establishment for the purposes of the Travel Regulation Act.

Commercial Transport Company: means a company that transports people or goods for pay.

Designated Headquarters: is the city and state where the traveler’s employment is located. This is usually El Paso, Texas, for those employed at the University.

Duty Point: is the destination, other than the designated headquarters, to which a University employee travels to conduct official University business.

Expense Report: means the information that a department submits to the University Disbursement and Travel Services Office for the purpose of requesting the University to pay or reimburse a travel expense on the University employee’s behalf. The information is submitted electronically via PeopleSoft with supporting documentation attached electronically for review and approval.

Incidental Expense: is an expense incurred while traveling on official University business. The term includes a mandatory insurance or service charge and an applicable tax, except a tax based on the cost of a meal. The term does not include a meal, lodging or transportation expense, a personal expense, an expense that an individual would incur regardless of whether the individual were traveling on UTEP official travel, a tip, or a gratuity, per Texas Government Code Section 660.002(10).

Lease: is a contract with a term of at least one month that gives the lessee possession and use of property or equipment while the lessor retains ownership of it.

Lodging Expense: is a charge imposed by a commercial lodging establishment as consideration for providing lodging. The term does not include money paid as a donation, gratuity, or tip to the establishment.

Meal Expense: includes a tax that is based on the cost of a meal. The term does not include a tip, a gratuity, or a mandatory service charge paid or imposed in conjunction with a meal.

Official University Travel: is any travel which is University-sponsored, University-administered, University-organized, University-funded or conducted within one's capacity as a University representative.

Personal Leave: is applicable paid leave entitlements and any compensatory time accrued. Paid Leave entitlements include vacation, holiday, sick leave, and, under certain circumstances, may also include other specialty leaves.

Prospective University Employee: is an applicant being considered for employment with the University.

State Funds: are funds appropriated by the General Appropriations Act or the Texas Constitution.

Travel Expense: is a meal, lodging, transportation or incidental expense incurred while traveling for official University business. A travel expense that must be incurred before it is eligible for reimbursement. For lodging and transportation expenses, proof of payment must be documented to validate that the expenses were actually incurred. A University employee who receives free transportation or lodging in exchange for points or other non-monetary credits has not incurred an expense for reimbursement purposes.

University Employees: are faculty, administrative and professional staff, classified staff and/or student employees as defined in the University HOP Section V, chapter 1.

University Traveler: is all University faculty, staff, students, prospective employees, guests, and contractors traveling on University official travel.