UTMB HANDBOOK OF OPERATING PROCEDURES

Section 4 Fiscal Policies Subject 4.3 Travel-Related Policy 4.3.1 Travel Policy

04/30/01 - Originated 12-10-03 - Reviewed w/ changes 02-16-09 - Reviewed w/o changes Finance, Payroll Services - Author

Travel Policy

Policy

The University of Texas Medical Branch at Galveston ensures that its employees are reimbursed according to University and State travel guidelines. The University will not reimburse an employee for expenses incurred by or on behalf of other persons.

General Guidelines .

Funding State appropriated general revenue funds (excluding tobacco and Advanced Technology Program (ATP)/Advanced Research Program (ARP) Funds may not be used for travel. Prior Approval Employee business travel must be approved in advance of incurring a travel expense. Foreign Travel All foreign travel, other than Canada and Mexico, must have prior written approval of the president or his designee. A list of who may approve is available on line. It is strongly requested that UTMB employees and students not travel to areas designated as high risk by the United States State Department. State appropriated general revenue funds of any kind may not be used by UTMB employees for travel to a foreign country, other than Canada and Mexico. Travel to Washington, DC All travel to Washington, D.C. from federal funds requires prior notification to the Office of State-Federal Relations (OSFR) if the purpose of the trip is to confer on legislative or appropriations issues with U.S. congress/the federal government, staff or officials. The only exemption is personal travel. Registration The preferred method of payment of registration fees is directly to the vendor through a Non PO voucher. An employee who elects to pre-pay a registration fee from personal funds may be reimbursed either prior to the trip or after the trip through Travel/Expense.

General Guidelines, continued

Travel Advances Travel advances may be granted on an exception basis.

Transportation Guidelines

Airfare Texas Procurement and Support Services (TPASS) has established contract rates with airlines for the State of Texas. These contracted rates are for coach class and can only be obtained by using a departmental Central Billing Account. UTMB will not pay or reimburse an amount greater than these contracted rates unless the amount meets the exemption set forth by TPASS. Travelers are encouraged to acquire the lowest possible rate; however these rates must be offered to the general public and cannot be offered only to UTMB employees. First class and business class airfares will not be paid or reimbursed unless deemed a medical necessity (physician documented) or it is the only flight available (a statement from the travel agency is required documentation). Any other deviations from the stated exceptions require authorization from the appropriate Chief Financial Officer (CFO). Rental Cars UTMB does not have direct billing agreements with any rental car companies. UTMB has access to contract rates through TPASS. UTMB will only reimburse up to the stated contract rates unless an approved TPASS exception exists and is documented. Mileage Mileage will be reimbursed at a specific rate per mile according to the Official State Mileage Guide. Gasoline charges are not reimbursable for a personally owned automobile. In no instance will the mileage reimbursement exceed the average coach airfare and necessary expenses to complete a flight.

Meals

Meal expenses are only reimbursable when an overnight stay is involved. Per diem (unsubstantiated expense) for in-state travel is $ 36 per day, regardless of funding source. Per diem (unsubstantiated expense) for out-of-state travel is determined by utilizing the locality-

Meals, continued

based per diem rate for meals as provided by the Federal Government’s Travel Regulations. The University will however, reimburse actual expenses supported by original receipts up to a maximum of $100 per day for both in-state and out-of-state travel. *Consistency must be maintained throughout a given day. Example: an employee may not mix both approaches during the same day, such as claim per diem (unsubstantiated expense) and also request for actual expenses (supported by receipts). Either approach is acceptable, but whichever one is chosen must be utilized throughout the entire day. Lodging TPASS has established contract rates with hotels for discounted rates for state employees on travel while doing business for the State of Texas. In some cases, the contract rates may be higher than the allowed per diem rates. Check the state contract rates and the per diem rates for the location and compare to allowed limits for the funds being used. Hotel contracts do not exist for all locations. ATP/ARP Funds – In State: $85 per day All Other Funds – In State/Out of State: $250 per day *Meal and lodging rates may be exceeded with the Prior Written Approval Request form signed by the appropriate entity.

Incidentals	Incidental expenses such as telephone, faxes, Internet access, etc., may be claimed under the 'Incidentals' expense type on the travel expense report.
Payment Procedure	Payment and reimbursement for travel is submitted into the online travel system.