PS-01.A.08 - Travel Policy

3.2.1. If a grant or contract requires the University to follow state travel rules, all travel arrangements and reimbursements must be completed according to the rules outlined in the Comptroller's Textravel (state travel laws and rules provided by the Texas State Comptroller to state agencies and institutions of higher education). The Travel Request and Concur Expense Report used for reimbursement should contain the statement, "state travel rules must be followed" (or a similar statement).

3.3.1. Travelers who combine business and personal travel must adhere to the following requirements, which are based on US Treasury Regulations, Subchapter A, Sections 1.162-2, 1.212-1, and 1.274-4 and described in IRS Publication 463.Travel in the United States (all 50 states and the District of Columbia)

3.4.1. The Fly America Act requires that foreign air travel funded by Federal funds, including Federal pass-through funds, be conducted on US flag air carriers. There are limited exceptions where the use of a foreign-flag air carrier is permissible. If a foreign-flag air carrier is paid with Federal funds, the Fly America Act Waiver Checklist must be completed to document the exception to the Fly America Act.

3.4.2. Departments and travelers should contact Accounts Payable prior to making travel arrangements for trips that combine both business and personal travel if they have questions about compliance with this policy.

3.4.3. All foreign travel, other than to Canada or Mexico, must have the prior approval of the President or President's designee. Travel to any territory of the United States, Canada or Mexico is not considered foreign travel.

3.4.4. If an employee requests approval to travel to a nation under a US Department of State travel advisory warning against or restricting travel by a US citizen to that nation, the employee must sign a statement indicating they are aware of the travel advisory and potential risks associated with travel to the nation under the advisory.

3.4.5. For foreign travel, travelers, excluding contractors and University Guests, must include a post-trip report describing business activities for each applicable day of the trip along with the agenda of the trip in the Expense Report.

3.4.6. For non-foreign travel, a traveler is required to provide a daily itinerary of research/meetings attended or a conference program that supports the business purpose of the trip.

3.4.7. Prior to the trip, the traveler must submit to the appropriate Vice President, or President for direct reports, a specific statement which describes the need for the trip and the expected benefit for the University.

3.4.8. The President's travel outside the U.S. that is greater than seven (7) days is not automatically "considered to be entirely for business" because the President is a "managing executive" and is considered to have substantial control over making business trips. Therefore, the President must substantiate that travel outside the U.S. is "considered to be entirely for business" or "primarily for business" when personal travel is combined with business travel (IRS Publication 463).

3.4.9. All employees who travel to destinations outside the United States must complete the DocuSign Export Controls Travel Embargo Form (found on the UHD DocuSign webpage) and receive approval from the Office of Research and Sponsored Programs (ORSP), if required, before leaving on the trip. This requirement applies to all employee business travel outside the United States, regardless of the source of funds used to pay for the trip or whether the University pays for any of the trip expenses.

3.4.10. The completed DocuSign Export Controls and Travel Embargo Form must be attached to the Travel Request and uploaded as supporting documentation to any University-paid or reimbursed travel expense (travel card) for employee business travel outside the United States.

3.4.11. Employees are advised to complete the DocuSign Export Controls and Travel Embargo Form as early as possible to allow adequate time for the ORSP to request a license from the following federal agencies: Export Administration Regulations (EAR), International Traffic in Arms Regulations (ITAR) or Office of Foreign Assets Control (OFAC) if required. Most travel outside the US will not require a license, but if a license is required, it could take up to six months for processing by the federal agencies.

3.5.1. The State Travel Management Program (STMP) contracts with travel vendors and travel agencies. Official University travel paid or reimbursed from local funds is not required to utilize state contracted vendors. However, contracted vendors are available and may be used if the traveler determines it is in the University's best interest. State-contracted airfare may only be obtained by using the state-issued Travel Card. State-contracted rates are not available to contractors paid a fee for services.

3.5.2. The Fly America Act requires that foreign air travel funded by Federal funds, including Federal pass-through funds, be conducted on US flag air carriers. There are limited exceptions where the use of a foreign-flag air carrier is permissible. If a foreign-flag air carrier is paid with Federal funds, the Fly America Act Waiver Checklist must be completed to document the exception to the Fly America Act.

3.6.1. Travel must be approved in advance to ensure travelers are covered under the University workers compensation insurance and to provide legal protection as they perform official duties.

3.6.2. Accident insurance is available for Foreign Travel for University employees and students

3.6.3. State-contracted rental cars include liability insurance and the collision damage waiver in the contracted price. However, they are not generally included in the price of non-contracted rental cars. Therefore, travelers should purchase liability insurance, unless covered by their own car insurance, and the collision damage waiver for non-contracted rental cars.

3.6.4. A Travel Request is not required for insurance purposes when travel is limited to the Houston area (i.e., for intercity mileage). However, it should be evident that the employee was driving to or from a University-related meeting.

3.7.1. All travel arrangements should be made through Concur. All travel arrangements should be made to minimize travel costs, while fulfilling the objective of the University travel.

3.7.2. Reservations will be booked by the department using the Travel Request number assigned by Concur.

3.7.3. Airfare purchased for domestic and Foreign Travel must be purchased at the lowest price available (i.e. economy/coach class).

3.7.4. Travelers may use their frequent flyer miles to upgrade their seating assignment if there is no additional cost to the University.

3.7.5. Direct-Billed Travel Payments:

3.7.6. Hotels, Workshops, Conferences, Conventions and Training:

3.7.7. Hotel Occupancy Taxes for Lodging in Texas:

3.7.8. Overnight meals:

3.7.9. Non-overnight Travel (Meals and Mileage):

3.7.10. All mileage must be calculated using Google Maps. Mileage must be itemized on mileage log with point-to-point detail. The number of reimbursable miles may not exceed the number of miles of the most cost-effective reasonably safe route between two duty points. In determining the most cost-effective reasonably safe route, a state agency may consider the route that provides the shortest distance, the quickest drive time, or the safest road conditions. Mileage is only calculated from employee's residence when travel occurs outside of normal business hours.

3.7.11. Mileage, parking, tolls or other transportation expenses within the Houston metropolitan area that is paid with local funds do not require advanced approval on a Travel Request. These reimbursements should be processed on a purchase voucher. A Travel Request is not required for insurance purposes when travel is limited to the Houston area (i.e., for intercity mileage); however, it should be evident that the employee was driving to or from University related meetings.

3.7.12. UHD departments will purchase airline tickets for employees, prospective employees, and students. This may be accomplished by submitting a properly completed Travel Request in Concur. Advanced approval by the President is required for University Guest airfare. Consult the Travel Guidelines for more information.

3.7.13. Travel reimbursements must be submitted no more than sixty (60) days after the expense has been incurred per IRS Publication 463. Reimbursements issued after 60 days are considered taxable income and will be reported to the IRS as such.

3.7.14. Approvals on the Concur Expense Report must include traveler and supervisor signatures, as well as budgetary authority and all other appropriate signatures.

3.7.15. Registration fees can be paid directly to sponsoring organizations in advance by voucher, University credit card, or reimbursed to the traveler. The traveler may be reimbursed for registration fees along with other travel expenses after the trip is completed on a Concur Expense Report, along with other travel expenses. Proof of payment (i.e., receipt, credit card statement) must be provided for reimbursement of registration fees.

3.7.16. Incidental expenses must be itemized and supported by receipts as backup documentation and attached in Concur. Reimbursable incidental expenses on local funds include:

3.7.17. Cardholders and custodians are responsible for submitting Expense Reports in Concur to Accounts Payable no later than the 25^th of the month or as stated in the monthly Travel Card email from the Coordinator/Administrator. If the 25^th falls on a weekend or holiday, the due date will be the following business day unless otherwise announced by Accounts Payable.