Handbook of Operating Procedures > Series 400 Budget, Finance and Operations > 4.3.1 Travel Policy

4.3.1 Travel Policy

A. Purpose

This policy sets forth the general rules governing travel programs for UT Tyler, including the Health Science Center (“University”).  This policy informs University travelers of rules and requirements for conducting business travel for the University. 

B. Persons Affected

All persons traveling on official state business for the University including employees, students, prospective employees, and other authorized non-employees.

C. Definitions

N/A

D. Policy

1.  General.  As an agency of the State of Texas and a component institution of The University of Texas System, the University is required to comply with State, System, and internal travel laws, rules, and regulations.  These policies apply for all employee or non-employee travelers without regard to source of funds. All employees are required to be aware of the laws, rules, and regulations governing travel by state employees. For employees failing to comply with these provisions, the University shall assume no liability and the employees may not be reimbursed for travel expenses.
   1. Texas Administrative Code: Title 34, Part 1, Chapter 5
   2. Texas Government Code Section: 660
   3. General Appropriations Act
   4. Texas State Comptroller: Textravel
   5. Regents Rule 20801: Travel
   6. Regents Rule 20205: Expenditures for Travel and Entertainment by Chief Administrators
2. Prior Authorization to Travel.  The University requires prior approval for all University business travel that causes absences from the home campus whether or not there is a cost to the University. Before making travel arrangements including airline, hotel, or rental vehicle reservations, the traveler must obtain the appropriate approval(s). The University will not be liable for reservation penalty fees charged should a reservation be cancelled due to failure to obtain prior travel approval.  Special approvals are required for travel to Washington D.C. and for foreign travel.  The University business travelers request prior approval using Travel Authorization documents.
3. Conservation of Funds.  Travel must be planned to achieve maximum savings and efficiency.  Estimated travel expenses must be the most cost-effective considering all relevant circumstances. 
4. Travel Contracts.  To provide a cost-effective travel services program, The University of Texas System has mandated the use of contracted travel agencies for airfare and rental car companies for transportation services.
5. Travel Charge Cards.  The University participates in the state charge card program established by the Texas State Comptroller of Public Accounts. To be eligible for a charge card, the employee must be full-time and expected to take at least three (3) trips or spend at least $500 per fiscal year for University business.
6. Audit of Travel Vouchers. Under Texas Government Code, Section 403.071, and Section 2171.056, the State Comptroller of Public Accounts is required to audit travel documents for compliance with the rules regarding contracted travel services when the travel expense is paid from state appropriated funds.
7. State Comptroller Textravel.  Detailed travel related policies state agencies must follow are found on the State Comptroller Textravel web site.

E. Procedures

Travel program procedures for detailed State, System, and internal policies can be found on the University campuses websites.

F. Review

This policy shall be reviewed every five years or as legislation changes.