First read the Reimbursement section.  Below are details specific to travel reimbursements.

All reimbursements other than per diem and personal mileage require a receipt.  Common examples are parking fees, luggage fees, internet in the airport, etc. 

Timing

For travel, receipts must be uploaded within 50 days of end of travel, instead of 50 days from the actual charge.

All travel reimbursement is made after the trip is completed, including per diem and personal mileage.  UT will not advance travel funds.

Only the traveler can be reimbursed

This means no one can pay for anyone’s else’s travel costs and be reimbursed.

This includes groceries for resident artists.  Use the HE Card for this.

Business meetings while traveling or hosting

There are two cases that might be mistaken for travel food costs:

·       If staff is travelling outside Austin, and they pay for a business meal (they must be paying for themself and someone else), then it’s reimbursed as entertainment, not travel.  See the Entertainment section for details.

·       If a guest is in Austin, and staff pays for a meal for them (staff is being reimbursed, not the visitor), then it’s reimbursed as entertainment, not travel.  See the Entertainment section for details.

The VAC does not collect receipts for the food bought by travelers on a trip.  Instead we pay a per diem, a flat rate of $51 per day.  The project lead can decide any number of days will be paid to the traveler, up to the maximum number of days of the trip on the RTA. 

A per diem cannot be paid for a one-day trip.

If a personal car is used for transportation to or from Austin, the VAC will pay the traveler “mileage” after the trip.  UT has set distances between locations, and a set rate per mile.  This amount includes gas, so no gas receipts are needed. 

This does not refer to use of a personal car while at the destination.  This covers travel to and from Austin only.

If possible, we should buy the tickets directly instead of reimbursing the traveler.  But if that’s not possible, the traveler will need to provide a receipt showing flight details, cost and proving payment (not just a confirmation).

The flight must be for economy fare (“basic” fare not required, just economy.). And no extra stops unrelated to UT business can be included. 

You may be asked to get a “comparison fare” from Anthony Travel, showing that it would not have been less expensive to buy it with direct billing.

To reimburse a hotel bill, the traveler needs to upload the “check-out folio” that they get upon leaving.  It needs to include an itemized list of all costs, broken down by day, and showing any taxes charged.

No food or drink can be reimbursed on a hotel bill, but parking can be included.

If the traveler paid for the hotel when they made the reservation (common with on-line reservations, and Airbnb) they will still need an itemized receipt for reimbursement, showing daily charges, and all taxes included.

See the Per Diem section above.

This refers to traveling around the destination city, not between home and the destination.  This is typically taxis, ride-shares, shuttles, buses, subways, etc.

Receipts for these will need to be uploaded after the trip is complete to be reimbursed.

If possible rental cars should always be reserved and paid for by the VAC directly.  UT gets much better rates and better insurance.  If the traveler rents their own car and needs to be reimbursed, a reason must be provided for why the VAC could not cover it.

The traveler must also use a UT-approved company that has a UT rate code.  See the Rental Car section of the Travel Management Services site for details.

No one can be reimbursed for another person’s travel costs.  Either UT pays for it, or the traveler themselves does, those are the only two options. 

Most non-food physical items cannot be reimbursed for travelers.  For example, toiletries, office supplies, clothing, luggage, etc.  These are considered personal purchases, not travel costs.