During Travel
Lodging and meal incidentals information helps a traveler know which receipts are needed and how to stay in compliance with travel regulations.
Lodging may be obtained from various sources; however, additional constraints are dependent on the funding source.
- Local funds
- Contiguous US travel must not exceed GSA federal per diem rates for the destination location unless lodging is in conjunction with a conference or meeting.
- Documentation of conference affiliation must be attached to be reimbursed at a higher rate.
- When travelers share lodging, they may combine their GSA lodging rates.
- Outside Contiguous US Travel must not exceed Department of Defense (DOD) per diem ratesfor the destination location.
- State Funds
- Contiguous US Travel must not exceed rates published on TexTravel
- Outside Contiguous US Travel must not exceed Department of Defense (DOD) per diem ratesfor the destination location.
The Statewide Procurement Division has awarded a contract that changes how UTA employees book lodging. Travelers at UTA using state funds are now required to use Hotel Engine to book lodging. Hotel Engine is optional when traveling using local funds.
Hotel Engine is a private hotel booking platform that connects State of Texas travelers to rates unavailable to the public and streamlines business travel management. It also offers 24/7 customer support services, a simple search and book process, and customized account management tools.
To begin using Hotel Engine, visit the Hotel Engine website. To learn more about how to use Hotel Engine, view the traveler’s guide.
Hotel Engine is only to be used for making business-related travel reservations. Usage requires a personal credit or a University Travel Card. Any personal or leisure travel is strictly prohibited. Fund codes beginning with a two indicate state funds, for example: 2XXX. Any other fund code indicates local funds.
Procedure BF-T-PR-02, International Travel (Local & State Appropriated Funds)
Meal Reimbursements require an overnight stay.
Travelers should be aware of the requirements for receipts and type of expenses while traveling, which will vary based upon the source of funds, travel destination, and the total amount of expenses per day.
UTA allows per diem for meals and incidental expenses for contiguous US travel using local funds when an overnight stay has occurred. The GSA per diem tables are utilized to establish daily limits for the destination. No receipts are required. Per diems will vary depending on the first/last day departure and return times, and if meals were provided at a conference or meeting.
The Per Diem Calculator will help determine the amount allowed for meal per diems for various scenarios.
Meals paid from state funds for contiguous US travel are not flat per diem rates. Travelers are paid actuals up to the daily rate for the location outlined in TexTravel.
Travel meals incurred outside the contiguous US will utilize the DOD per diem tables to determine the maximum amount for meals that travelers can claim daily without receipts.
Incidentals may not exceed the allotment per location based on the appropriate per diem table and funding source.
Miscellaneous Travel Expenses using local funds require receipts to be reimbursed.
Procedure BF-T-PR-10, Travel Using State Appropriated Funds
Procedure BF-T-PR-02, International Travel (Local and State Appropriated Funds)