Travel Reimbursement Guidelines
Frequently Asked Questions | SCL Travel Reimbursements
This guide provides an overview of SCL travel policies, including reimbursable exenses, restrictions, and procedures to ensure smooth and timely reimbursement. It covers the most common scenarios, though some situations may require additional review or guidance.
Note: Expenses incurred on behalf of others (students, colleagues, spouse, children) are not reimbursable, even if paid by you.
UT's travel policies can be found in greater detail here
The Travel Reimbursement Request system can be found here
Contents
Flight Reimbursement
UT reimburses standard/economy airfare only.
Non-reimbursable items:
Upgraded seating
Priority boarding
Baggage fees
Purchases made with airline miles
If your trip does not start or end in Austin, reimbursement is limited to the lesser of your actual expenses or the Austin-based expense equivalent. Documentation is required.
In-flight Wi-Fi can be reimbursed if purchased for business use. Please add this note to Travel Reimbursement Request form when uploading receipts.
Hotel Reimbursement
Receipts required: Itemized hotel receipts must separate charges (room, taxes, fees, room service, bar, parking, etc.) and show proof of payment.
Confirmation emails from Expedia or third-party booking platforms are not sufficient.
AirBnBs are reimbursable and generally follow the same rules as hotels.
Maximum daily hotel and meal allowances: Rates determined by the General Services Administration (Per Diem Lookup).
Meal & Per Diem Notes
The maximum food per diem does not require receipts.
Amounts above the per diem require receipts and a valid business purpose.
Meal expenses are not reimbursable without an overnight stay.
Travel days may have lower limits if leaving Austin after 8am or returning after 6pm.
Travelers may only claim meals purchased personally.
Alcohol is not reimbursable.
Tips are not allowed on state funds, and will be reimbursed at a later time separately - they are limited to 20% of pre-tax subtotal.
Local Transit Reimbursement
Eligible modes: Taxis, Ubers, Lyfts (must have business purpose).
Receipts are not required.
Tips/gratuity are not allowed on state funds, and will be reimbursed up to 20% of pre-tax subtotal separately.
Rental Cars
Use Anthony Travel or Concur to arrange rentals via direct billing. Complete the 2025 Direct Billing Request Form.
Do not pay out-of-pocket — reimbursement may be denied.
Do not use: Turo, Kyte, Expedia, or other broker services.
More information on rental cars
Mileage Reimbursement
For official point-to-point mileage you must calculate using Mapquest.
Texas automobile mileage rate is $.70 per mile (Jan 1-Dec 31, 2025)
More detailed info, including airport mileage, can be found here. HBP Part 11.5.1.1 Transportation
Reimbursement Voucher Signature
Your travel reimbursement voucher will be submitted to you via Docusign
Please sign and promptly - we can’t submit your reimbursement for payment until it’s signed.
Conference Registration
Purchase via Procard. Contact sclbiz@utexas.edu for guidance.
If paid with personal funds, reimbursement occurs after travel and cannot be separated from related travel costs.
Reimbursement Submission Time Limits
Submit travel documentation and receipts within 30 days of return.
Submissions after 60 days require a written explanation.
Reimbursements submitted after 60 days may be taxed or denied per IRS “Safe Harbor” rules.