Common Travel Issues
As the new semester gets underway, faculty and staff will be traveling to conferences and other university-related functions. That means more travel requests and expense reports. Here are some things to keep in mind for travelers that can make the reimbursement process easier.
When using “Lodging Conference,” if any document is not attached showing the hotel name, then it will be adjusted to CONUS rates.
In order to be reimbursed for hotel room internet access, the traveler must explain why it is necessary.
Be sure all airfare receipts include class of fare – Travelocity, Orbitz, etc. will not always do this, and therefore use of these vendors is discouraged
Be sure to obtain proper airfare quotes when additional personal destinations are included with UT business.
Be sure to change the region code when flying into one city and staying in another – this is to properly calculate the lodging and meal per diems.
Be sure the departure and return dates match the dates on the airline receipt.
Be sure the domestic arrival time and the end trip time match.
Meals on personal time cannot be claimed on the expense report.
Meals provided by the conference registration or hotel need to be deducted from the meal per diem – this does not include continental breakfasts or conference receptions.
Travelers on one-day travel status with no overnight stay are not eligible for reimbursement for meals.
(for all campuses EXCEPT the
A new scan (with new receipts) must be attached to any expense report that has been re-submitted after having been rejected.
Be sure the scanned images are easily readable:
o Make sure the images aren’t scanned upside down or
o Make sure the imaged receipts are numbered and in
the correct order.
o Make sure the totals or other items on an imaged
receipt are visible (i.e., not marked through or
Always be sure that it is the correct documentation that is scanned and attached.
Also remember that the scanned documents don’t have to be in color, so signatures in black are perfectly acceptable.
Any personal travel combined with university business, as well as additional destinations, must be listed on the expense report.
Remember to put the complete reason for the purpose of your trip – it can’t simply be “meeting,” “conference,” “research,” etc. The purpose needs to be stated more specifically.
Receipts with amounts in foreign currency have to show conversions on the receipt itself. If not, the conversion must be calculated on a conversion website and be attached to the receipt. The conversion rate and the date on the receipt must also correspond.
Once a trip is approved by the Treasurer’s Office or the Central Campus Business Office, a department must wait 24 hours before going back into the expense report.
o Failing to wait will stop the payment of the newly released expenses.
Provide a sufficient itemized rental car receipt.
o Quotes and estimates alone are not sufficient.
o Be sure to deduct any insurance, such as Collision Damage Waiver, since they are generally not eligible for reimbursement.
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