C. Travel Expense Reimbursements

Travel Expense Reimbursements 

Any University of Texas at Austin employee, prospective employee, student, or independent contractor is entitled to reimbursement for travel expenses incurred while conducting official university business for only his or her travel expenses and not for any other individual, regardless of who paid the travel expense.

• To initiate reimbursement, please fill out the travel expense reimbursement form, detailing expected reimbursement amount. Please forward form and scans/pdfs of required receipts to Sandra.

  • If you received a travel award, add the amount of the award to the travel expense reimbursement form. Any amount above the travel award can be reimbursed (subject to approval).
    
    
  • If an airline has a mandatory first bag fee for checked baggage, the expense is considered reimbursable as long as the bag meets airline weight requirements. Fees related to second bags are reimbursable only with documentation explaining why the baggage is necessary.
    
    
  • When an employee uses a rented vehicle for both personal business and state business, only the portion attributable to state business may be reimbursed. Contracted vendors required for rental reservations. However, rentals are discouraged. Rental expenses may not be reimbursed if the rental was necessary only because the employee combined personal and state business.
    
    
  • Internet and telephone charges for business purpose are reimbursable (no receipts required).
    
    

• If you paid for a colleague dinner or lunch, submit the following to be processed as an Official Occasions expense:

  • itemized restaurant and personal credit card receipts
    
    
  • list of individuals in attendance (plus their title and affiliation if not from UT Austin)