Accounts Payable: Travel Information
3/9/11 - Updated FastPark Information
This is Fast Park & Relax 2011 open enrollment for UTMB. If you have not done so, please take a moment to register for your parking card. Everyone with UTMB is guaranteed parking. You just need to register for your Relax for Rewards Card (no cost or obligation). Fast Park corporate members earn free parking every day they are parked with us. Lowest Rate Available $4.99/daily for COVERED Parking: Employees must use the discount code when signing up for their FREE card - 0704207.
It's an easy way to save time at the airport and money on travel expenses!
Note all the great services we provide to our members:
- FREE PARKING accumulated with each day parked (show membership card upon entering lot)
- Continuously running shuttles 24 hours/day will insure NO waiting or walking
- Pick up/drop off at the trunk of your car
- Guarded facility with 24 hours/day with personnel, video surveillance and barb wire fencing
- 2 convenient locations on Will Clayton Blvd & Greens Rd.
- Assistance with dead batteries, lock outs, flat tires, etc. at no charge
- Members have online access to their accounts & can reprint their receipts for expensing. Complimentary bottled water and newspaper.
10/4/2010 - State Department Issues Travel Alert for Europe
The State Department has issued a Travel Alert for Europe (http://travel.state.gov/travel/cis_pa_tw/pa/pa_europe.html). Please keep in mind that this is an alert not a warning - and it is for the entire region. From a UT System perspective, there are no additional travel restrictions in place at this time. Travelers who made international reservations with State contract travel agencies or registered their trip manually in the International SOS system will receive applicable updates from ISOS.
8/6/10 - UT System Travel Information
Southwest Airlines Ticketing Changes
Beginning January 28, 2011, Southwest will not allow unused travel funds to be applied toward travel for anyone other than the original passenger. This eliminates the ability to purchase a ticket (through a travel agency or direct from Southwest) and then have cancelled or unused funds used for another traveler at a later date. Please keep this in mind - especially when purchasing a nonrefundable airfare.
Transportation Security Administration (TSA) - Secure Flight Implementation
We've been talking about Secure Flight since last fall and the implementation timeline finally seems to be set. According to the TSA, as of November 1, all passengers traveling within the United States and its territories will have to provide the required passenger data. Data includes passenger name, date of birth, gender and redress number (if applicable). To ensure that compliance is met, many airlines will require this information prior to the November date. American has announced that as of September 15 it will require the data and that ticketing will be blocked if the information is not provided. Overall, this means that our travel agencies will be asking travelers/arrangers for this information and will not be able to issue tickets unless complete information is provided. If you haven't done so already, please make sure travelers/travel arrangers know that this is a TSA requirement so they are not upset if/when the travel agency requests the information.
Travel Per Diems
James Ramirez at the State Comptroller's Office states he has received a number of questions about the redesign of the lodging per diem web site. When you access that state's site (https://fmx.cpa.state.tx.us/fm/travel/travelrates.php) it notes that for any Texas city not listed, the reimbursement rates are $85 lodging/$36 for meals. However, if once you access the GSA web site, it states that the CONUS rates (http://www.gsa.gov/portal/category/100120) of $70 lodging/$46 meals apply for cities not listed. James wants to make sure we know to disregard the CONUS rates – the $85/$36 rates apply for state/UT travelers.
7/30/10 - State Mileage Reimbursement Rate to Remain at 50 Cents for Fiscal 2011
The maximum state mileage reimbursement rate for travel by state employees will remain at the current rate of 50 cents per mile for fiscal 2011. This rate is consistent with the Internal Revenue Service's standard mileage rate. Please note state agencies are not required to reimburse employees at the maximum rate.
Attention: Beginning December 2010, the Comptroller's office will make its annual announcement of the state mileage reimbursement rate in December instead of August to coincide with the announcement of the standard mileage reimbursement rate issued annually by the Internal Revenue Service.
For more information on the reimbursement rates for state employee mileage, see State Mileage Reimbursement Rate (FPP S.005).
5/7/10 - U.S. Department of State Warning Regarding Travel to Mexico
(May 6, 2010) the U.S. Department of State issued an updated travel warning regarding travel to Mexico.
The following is a link to details regarding this warning. http://travel.state.gov/travel/cis_pa_tw/tw/tw_4755.html
The Mexican states of Sinaloa, Michoacán and Tamaulipas have been added to the original list of states and areas where non-essential travel should be avoided. All border states including Tamaulipas were included in the recall ordered on April 23. The state of Sinaloa is west of Durango and Michoacán is west of Mexico City. The warning also mentions increased violence in the states of Morelos, Guerrero, and Oaxaca, which are south of Mexico City. Anyone traveling to Mexico and especially the areas mentioned in the travel warning should do so with extreme caution.
Based on the previous directive, all university business, programs and travel scheduled for any part of Mexico, including the states added to yesterday's warning, should be under review. Institutions should continue to diligently proceed pursuant to the directives in the memo from the Chancellor of April 22, 2010.
"If the U.S. Department of State issues a travel warning, any program not started, and any participant or employee planned travel, that has not occurred, is automatically suspended pending review by the IOC. Programs or travel in progress when the warning is issued should be evaluated immediately by the IOC to determine whether the threat is imminent and personnel and students should be recalled.
The IOC should perform a thorough risk assessment which demonstrates that adequate safeguards are in place, before any exemptions to automatic suspension are granted."
Further, registration with International SOS is mandatory for any university related international travel for students, faculty and staff. Registration is automatic when using contracted travel agencies.
8/19/09 - Secure Flight Travel Information
Click here for more details
Maximum Travel Reimbursement Limits
Rental Car Contract Reservations (directly with company)
Procedures Regarding Travel to Washington D.C.
New Passport Requirements for U.S. Citizens
International Travel Emergency Assistance (International SOS)
Fly America Act-Quick Reference
UTMB Travel Program
PeopleSoft End User Training Guide
PeopleSoft Travel and Expense FAQ
Designees for Travel Approval
Per Diem Amounts
Texas Hotel Occupancy Tax Exemption Certificate
Texas Hotel Occupancy Tax Exemption Verification Letter
Texas Procurement and Support Services (TPASS)