Transportations
Rental Cars must be booked with one of the following five (5) UT System contracted rental car agencies:
- Avis
- Budget
- Enterprise
- National
- Hertz
Rental Vehicle vs. Mileage Reimbursement Calculator
AVIS/Budget Rates and Information
Enterprise/National Rates and Information
Rates with each provider can be found above under “Rental Car Information.” Contracted rates include Collision Damage Waiver (CDW) insurance while traveling within the United States. UTA will not reimburse for additional insurance. If traveling internationally, the CDW is not included with the rental. Travelers must purchase it and will be reimbursed for that expense. Rental car arrangements may be made using Concur, CTP, or ATI, or directly with the car rental agency.
Refueling of the rental car cannot be done by the rental agency. The traveler must refuel before returning the rental vehicle and will be reimbursed the charges with a valid and itemized receipt.
Travelers who use a rented motor vehicle for both personal business and official university business will only be reimbursed for the portion of the rental charge attributable to official university business. Travelers must refuel the rental car at the conclusion of university business and personal usage to ensure the fuel cost requested for reimbursement is only the fuel used for business purposes. The refueling receipt for personal use will also need to be provided as documentation and noted accordingly. If this is not done, the traveler might not be reimbursed for all fuel expenses related to car rental.
Procedure BF-T-PR-05, Transportation Options in Travel Status
Airline flight bookings must be secured through either Concur or one of the two UT System contracted travel agencies - Collegiate Travel Planners (CTP) or Anthony Travel LLC (ATI).
Concur: Login Here
Email : utmailbox@ctptravelservices.com
CTP: 1-866-366-1142 – Monday-Friday 8AM-5PM CST
1-800-441-6512 – After hours – Additional fees apply
ATI: 1-800-684-2044 – Monday- Friday 8AM-5:30PM CST
1-800-342-9008, VIT Code 4RRG – After hours
Email: UTTravel@anthonytravel.com
For travelers who find the exact airfare at a savings of $100 or more. For travelers who find the exact airfare at a savings of $100 or more must compete BF-T-F9 Alternate Airfare Request Form, documentation from CTP or ATI stating they are unable to price match, and obtain an approved Business Affairs Exception prior to purchasing the flight.
Requests for travel accommodations for an upgrade from Coach/Economy due to a disability must follow Procedure HR-E-PR-19, Requesting Disability Related Workplace Accommodations. An approved accommodation from the UTA ADA Coordinator must be obtained prior to travel. Accommodations cannot be obtained retroactively.
Procedure BF-T-PR-05, Transportation Options in Travel Status