Pre-Travel
Travel procedures and requirements will vary depending upon the funding source utilized to pay for the travel and the travel destination. Each traveler should generally be aware of the constraints that pertain to their travel situation prior to traveling.
The chartfield funding source for travel determines whether the chartfield follows state appropriated travel rules or local travel rules. Cost Centers with "2xxxx" or chartfield values with a Fund containing "2100 or 2110" must use travel rules specific to state appropriated funds. All other cost centers and Fund groups are required to follow travel rules for local funds.
Travel to Washington DC while using State Funds for activities that involve obtaining or spending federal funds or impacting federal policies requires notification to the Office of State-Federal Relations.
Outside the Contiguous US travel requires additional pre-approvals if using state-appropriated funds from the Provost or Chief Human Resources Office.
All Outside US travel must be registered with On Call International. Registration with On Call International is automatically done when booking airfare arrangements using the University Contracted Travel Agencies.
International Travel to a location that has a CDC Travel Health notice Warning Level 3 - Avoid Non-Essential Travel, COVID-19 Warning Level 4 - Special Circumstances, or State Department Warning Level of 3 or higher requires approval by the International Oversight Committee (IOC)
Procedure BF-T-PR-01, Travel Authorizations, Travel Cash Advance, Travel to Washington, D.C. (Local and State Appropriated Funds)
Procedure BF-T-PR-02, International Travel (Local & State Appropriated Funds).
The Travel Authorization (TA) is used to authorize in-state, out-of-state, and outside contiguous US travel for employees, students, and non-employees who are traveling for official University business. A TA is processed in UTShare and fully approved by the immediate supervisor and/or department head to authorize business travel and source of funding. TA’s must reflect an encumbrance which is a reasonable estimate of the total cost of the trip to ensure that funds are available for reimbursement upon processing the traveler’s expense report.
Non-employee travelers must complete BF-T-F6 Non-Employee Expense Reimbursement form. Please send form to Disbursements to have a Temporary Empl ID created in UTShare for Travel Authorizations and Expense Reports (ER) to be created for reimbursement. The Temporary Empl ID will be used in place of an Empl ID (1000/6000 #) for travel-related documents.
How to Travel for the University
Procedure BF-T-PR-01, Travel Authorizations, Travel Cash Advance, Travel to Washington, D.C.
Job Aid - Create Travel Authorization
Job Aid - Supplemental Travel Authorization
Job Aid - Official Occasion Expense Form
Some travel may require a Travel Cash Advance (CA). The minimum CA amount is $100, and the request must be submitted to the Office of Disbursements at least seven (7) business days before the first day of travel.
If the CA is reconciled after the 60th calendar days after the last day of travel, the entire amount of the cash advance is considered taxable to the traveler. If the CA is reconciled more than 120th calendar days after the last day of travel, the total amount of the CA is charged to the traveler’s department.
Job Aid - Create a Cash Advance
Job Aid - Apply a Cash Advance
Procedure BF-T-PR-01, Travel Authorizations, Travel Cash Advance, Travel to Washington D.C.
Current University employees may apply for a University Travel Card that can be used to pay for business expenses while traveling on behalf of the University. Cardholders must adhere to all applicable procedures.
The employee requesting their first Travel Card must complete Travel Card Application Form and Travel Card Agreement in SharePoint:
1. Navigate to the Procurement & Payment- Disbursements SharePoint: https://mavsuta.sharepoint.com/sites/forms/baet/travel
Note: If prompted, provide your UTA email address and password to log in to SharePoint.
2. Click the “Apply for a Travel Card” link and complete the applicable sections before submitting the form:
Section 1 – Cardholder Information and Monthly Limit request
Section 2 – Department information including document processors and default chartfield information.
3. Cardholder Agreements will be distributed via email, signed, and stored via Adobe Sign and SharePoint once the form is processed and the card received by Disbursements.
Once the Cardholder Agreement is signed electronically, Disbursements will schedule a time with the cardholder to pick up the card.
All expenses purchased using the Travel Card require itemized receipts to support the expenses.