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travel [2017/03/23 16:36]
jthywiss created
travel [2019/09/10 12:49] (current)
jthywiss [Transportation Expenses] Fix type
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-===== Policies ​=====+===== Travel Expense Guidelines ​=====
  
 :!: **Warning:​** These are my attempt at consolidating various rules and guidelines I've seen while at UT, but they are not official UT or department policy. :!: **Warning:​** These are my attempt at consolidating various rules and guidelines I've seen while at UT, but they are not official UT or department policy.
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 ==== General ==== ==== General ====
  
-Travel expenses are Travel expenses are transportation,​ meal, lodging, and incidental expenses.+Travel expenses are transportation,​ meal, lodging, and incidental expenses.
  
 You must ensure the expenses are cost effective, considering all relevant circumstances. You must ensure the expenses are cost effective, considering all relevant circumstances.
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 Proof of payment is recommended for all expenses, and is required for transportation and meals. ​ For personal car mileage, you need to provide a point-to-point distance listing of the route you took. Proof of payment is recommended for all expenses, and is required for transportation and meals. ​ For personal car mileage, you need to provide a point-to-point distance listing of the route you took.
  
-Travel outside Texas requires that you have approval ​in advance of traveling. +You must have [[https://​apps.cs.utexas.edu/​apps/​rta|travel authorization]] //in advance// of traveling ​outside of Austin.
  
 ==== Transportation Expenses ==== ==== Transportation Expenses ====
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 If you use a personal car for UT business, you can be reimbursed for mileage, tolls, and parking. If you use a personal car for UT business, you can be reimbursed for mileage, tolls, and parking.
  
-You cannot be reimbursed for commuting ​from home to campus.+You cannot be reimbursed for commuting ​between ​home and campus.
  
-For groups of travelers, you should share cars/​taxis/​vans. ​ Four (or more, if reasonable) people per car/​taxi/​van. ​ You have to split the charges among the employees sharing the car/​taxi/​van.+For groups of travelers, you should share cars/​taxis/​vans. ​ Four (or more, if reasonable) people per car/​taxi/​van. ​ You must split the charges among the employees sharing the car/​taxi/​van.
  
 No limos, unless they are the cheapest option. No limos, unless they are the cheapest option.
- 
-Airfare must be the lowest economy airfare for the dates of travel. 
  
 Guideline: Airfare should be the lowest economy airfare for the dates of travel, unless all lower airfares: Guideline: Airfare should be the lowest economy airfare for the dates of travel, unless all lower airfares:
-  * excessively prolonged travel, +  * excessively prolonged travel ​(for example: ≥ 4 hour layovers, or adds ≥ 6 hours to an international trip)
-  * required travel during unreasonable hours,+  * required travel during unreasonable hours (such as between midnight and 6:00 a.m.),
   * resulted in other costs that would negate the airfare savings,   * resulted in other costs that would negate the airfare savings,
   * were likely to be disrupted or delayed, or   * were likely to be disrupted or delayed, or
   * presented safety or health risks.   * presented safety or health risks.
-Find the "​lowest economy airfare"​ by either using UT's Concur system, or (2) searching Travelocity and Orbitz, and sorting by price. ​ You don't need to buy there, but that'​ll give you a baseline price.+Find the "​lowest economy airfare"​ by either ​(1) using UT's Concur system, or (2) searching Travelocity and Orbitz, and sorting by price. ​ You don't need to buy there, but that'​ll give you a baseline price.
  
-Rental car collision damage waiver and loss damage waiver are usually included in UT's contract rate.  If you aren't using this, they are reimbursable. ​ A charge for an additional driver may only be reimbursed if incurred for a business reason. Charges for a liability insurance supplement, personal accident insurance, safe trip insurance, or personal effects insurance are not reimbursable.+Rental car collision damage waiver and loss damage waiver are usually included in UT's contract rate.  If you aren't using UT's contract, they are reimbursable. ​ A charge for an additional driver may only be reimbursed if incurred for a business reason. Charges for a liability insurance supplement, personal accident insurance, safe trip insurance, or personal effects insurance are not reimbursable.
  
 +For personal car usage, create a point-to-point distance listing of the route you took, using a service like MapQuest. ​ Your route should be the most cost-effective reasonably safe route, considering distance, drive time, and safe road conditions. ​ Also, keep track of parking fees and tolls. (This can be receipts or notes you've kept.)
  
 ==== Meals ==== ==== Meals ====
  
-If you are outside of Austin but not overnight, you can be reimbursed for meals. ​ (This is limited.)+**Note:** Some funding sources do not reimburse for meals, so this section may not apply to you. 
 + 
 +If you are outside of Austin but not overnight, you might be reimbursed for meals. ​ (This is limited.)
  
 If are outside of Austin overnight, meals and lodging are reimbursable. ​ (There are per-day caps on these expenses.) If are outside of Austin overnight, meals and lodging are reimbursable. ​ (There are per-day caps on these expenses.)
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 There are odd rules for tips on some UT funds. ​ Check with accounting on this. There are odd rules for tips on some UT funds. ​ Check with accounting on this.
  
-You cannot be reimbursed for alcoholic beverages.+You //cannot// be reimbursed for alcoholic beverages.
  
  
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 If are outside of Austin overnight, meals and lodging are reimbursable. ​ (There are per-day caps on these expenses.) If are outside of Austin overnight, meals and lodging are reimbursable. ​ (There are per-day caps on these expenses.)
  
-Lodging must be motel, hotel, inn, etc.company in the public lodging business. ​ Rental apartments and rental houses from a company in the public lodging business are OK, too, but must be cheaper than a motel/​hotel/​inn.+Lodging must be motel, hotel, inn, etc. company in the public lodging business. ​ Rental apartments and rental houses from a company in the public lodging business are OK, too, but they must be cheaper than a motel/​hotel/​inn.
  
 You can be reimbursed for staying longer if it allows you to save on airfare, and the total travel cost is less than staying a shorter time. You can be reimbursed for staying longer if it allows you to save on airfare, and the total travel cost is less than staying a shorter time.
  
-Arriving the night before or the morning after your UT business is reimbursable.+Arriving the night before or leaving ​the morning after your UT business is reimbursable.
  
-UT is exempt from Texas state hotel taxes. ​ You do have to pay other taxesthough.+Some universities and the US government say that if your travel time is 14 hours or more, you can arrive a day early to have time to recuperate. ​ I think this is reasonablebut I have not seen this guideline used at UT.
  
-If you share a hotel room with another ​UT employee, you have to split the charges among the employees sharing the room.+UT is exempt from Texas state hotel taxes. ​ You do have to pay other taxes, though.
  
 +If you share a hotel room with another UT employee, you must split the charges among the employees sharing the room.
  
 ==== Incidental Expenses ==== ==== Incidental Expenses ====
  
-Incidental expenses are other expenses that you incur because of traveling on UT business that are not "​personal expenses"​.+Incidental expenses are other expenses that you incur because of traveling on UT business that are not "​personal expenses"​.  Remember, expenses that you would incur regardless of whether you were traveling cannot be reimbursed.
  
 A list of some types of incidental expenses: A list of some types of incidental expenses:
- * Baggage fees for the first checked bag is reimbursable. ​ Charges for excessive baggage may be reimbursed if UT business requires it, for example traveling with UT equipment that must be checked.+  ​* Baggage fees for the first checked bag is reimbursable. ​ Charges for excessive baggage may be reimbursed if UT business requires it, for example traveling with UT equipment that must be checked.
   * Use of computers, printers, faxing machines, and scanners.   * Use of computers, printers, faxing machines, and scanners.
   * Storage of property used on UT business.   * Storage of property used on UT business.
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   * Fees for travelers checks, money orders, certified checks, ATM fees, and foreign currency conversion.   * Fees for travelers checks, money orders, certified checks, ATM fees, and foreign currency conversion.
   * Travel agency fees.   * Travel agency fees.
- 
  
 ===== Process ===== ===== Process =====
  
-  - If you’re traveling outside the US, check visa requirements. +  ​- If you will be traveling often, consider applying to the [[https://​www.cbp.gov/​travel/​trusted-traveler-programs/​global-entry|Global Entry]] program to clear US customs and airport screening fast. 
-  - If you need a visa, that can be a slow process, so start it early.+  ​- If you’re traveling outside the US, check visa requirements. If you need a visa, that can be a slow process, so start it early.
   - Get an estimate of your expenses. Break them down into:   - Get an estimate of your expenses. Break them down into:
     * Transportation (include airfare, home-to/​from-airport,​ airport-to/​from-hotel)     * Transportation (include airfare, home-to/​from-airport,​ airport-to/​from-hotel)
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     * Incidentals (see list above)     * Incidentals (see list above)
   - Start a spreadsheet recording your estimates, grants applied for, and approved amounts.   - Start a spreadsheet recording your estimates, grants applied for, and approved amounts.
-  - Consider applying as a student volunteer at the conference. +  ​- Get travel grants: 
-  - Apply to the conference for a student travel grant. +    ​- Consider applying as a student volunteer at the conference. 
-  - Apply to your ACM SIG for a student travel grant. +    - Apply to the conference for a student travel grant. 
-  - Talk with your advisor about travel support. +    - Apply to your ACM SIG for a student travel grant. 
-  - Apply to the department for [[https://​www.cs.utexas.edu/​graduate-program/​forms|Graduate Student Travel Support]]. ​ The deadline is early each semester.+    - Talk with your advisor about travel support. 
 +    - Apply to the department for [[https://​www.cs.utexas.edu/​graduate-program/​forms|Graduate Student Travel Support]]. ​ The deadline is early each semester.
   - Fill out a [[https://​apps.cs.utexas.edu/​apps/​rta|Request for Travel Authorization]].   - Fill out a [[https://​apps.cs.utexas.edu/​apps/​rta|Request for Travel Authorization]].
   - When the RTA is approved, you'll be asked to fill in more forms! Expect it! Yay!   - When the RTA is approved, you'll be asked to fill in more forms! Expect it! Yay!
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     * For within-US flights, the optimal time to buy is about 39 calendar days before travel.     * For within-US flights, the optimal time to buy is about 39 calendar days before travel.
     * Internationally,​ the optimal time is about 10 months in advance.     * Internationally,​ the optimal time is about 10 months in advance.
-    * You can buy tickets through [[https://​travel.utexas.edu/​travelplanning/​concur-booking-tool|UT’s travel agency]] which has the advantage that the airfare won't be on your credit card, and some of the UT's international paperwork is automated. +    * You can buy tickets through [[https://​travel.utexas.edu/​travelplanning/​concur-booking-tool|UT’s travel agency]] which has the advantage that the airfare won't be on your credit card, and //some// of UT's international paperwork is automated. 
-    * You can book airfare on your own, but you need to not be more expensive than the travel agency.+    * You can book airfare on your own, but you need to be not more expensive than the UT travel agency. 
 +    * If you're flying among the IATA airport codes listed below, there are special [[https://​comptroller.texas.gov/​purchasing/​programs/​travel-management/​airline.php|State of Texas airfares]] you should check. 
 +      * ABI, ABQ, AMA, ATL, AUS, BNA, BOS, BWI, CLL, CLT, CRP, DCA, DEN, DFW, DTW, ELP, EWR, FLL, **FRA**, HOU, IAD, IAH, IND, JFK, LAS, LAX, LBB, LGA, LGB, **LHR**, LRD, MAF, MCI, MCO, MFE, MIA, MSN, MSP, MSY, ORD, PDX, PHL, PHX, RDU, SAN, SAT, SEA, SFO, SJT, SLC, SNA, STL, TPA, TYR.  ​
   - Book your hotel room.  Many conferences will have special conference discount hotel rates. ​ If you’re a UT employee (TA/​GRA/​etc.),​ check with the hotel for a state government hotel rate.  Also use Web hotel search sites, of course. [[https://​www.booking.com|Booking.com]] is a good hotel search engine, particularly in Europe. ​ You can also book hotels using [[https://​travel.utexas.edu/​travelplanning/​concur-booking-tool|UT’s travel agency]].   - Book your hotel room.  Many conferences will have special conference discount hotel rates. ​ If you’re a UT employee (TA/​GRA/​etc.),​ check with the hotel for a state government hotel rate.  Also use Web hotel search sites, of course. [[https://​www.booking.com|Booking.com]] is a good hotel search engine, particularly in Europe. ​ You can also book hotels using [[https://​travel.utexas.edu/​travelplanning/​concur-booking-tool|UT’s travel agency]].
   - Register for the conference. ​ If you have a student volunteer or conference grant application pending, wait for instructions on how to register. ​ If accepted, the conference will likely give you a discount code to use when registering.   - Register for the conference. ​ If you have a student volunteer or conference grant application pending, wait for instructions on how to register. ​ If accepted, the conference will likely give you a discount code to use when registering.
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   - Get your hotel receipt as you check out, even if the hotel gave you a statement the night before. ​ You need a receipt that shows you actually //paid// the bill, not just a statement of charges.   - Get your hotel receipt as you check out, even if the hotel gave you a statement the night before. ​ You need a receipt that shows you actually //paid// the bill, not just a statement of charges.
   - When you get back, go to accounting with a [[https://​www.cs.utexas.edu/​accounting-forms|Travel Reimbursement Form]] and all of your receipts for reimbursement. ​ Try to do this within a week of returning. ​ Actually, getting your receipts organized and filling in the form is a good activity for your return flight.   - When you get back, go to accounting with a [[https://​www.cs.utexas.edu/​accounting-forms|Travel Reimbursement Form]] and all of your receipts for reimbursement. ​ Try to do this within a week of returning. ​ Actually, getting your receipts organized and filling in the form is a good activity for your return flight.
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travel.1490305001.txt.gz · Last modified: 2017/03/23 16:36 by jthywiss