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- An employee can only be reimbursed for his or her own expenditures, not for expenditures incurred by other individuals. Please advise your faculty and staff to NOT pay for other travelers (meals, hotel rooms, etc.) during the trip.
- If a business meeting, where the employee covers all costs, must occur during the trip, a separate reimbursement process is needed. The Official Occasion Expense Form (OOEF) must be submitted, with corresponding itemized receipts, and be approved in order for the employee to get reimbursed. Please contact Dell Medical School-Finance and refer to the process for Entertainment Payments for more information.
- Reimbursements will only be processed based on proof of receipt or agreed-upon documentation.
- Transportation:
- Personal Car: Mileage rate is currently 57.5 cents per mile. Mapquest must be used for point-to-point calculation.
- Meals and Lodging:
- Only single occupancy rate may be claimed.
- UT employees are exempt from Texas state hotel occupancy taxes. A University employee traveler must present the hotel with a completed exemption certificate. If a hotel refuses to honor the certificate, the traveler will be reimbursed for the tax, and the state comptroller should be notified of the hotel's refusal. Otherwise, UT employees will not be reimbursed for State of Texas hotel occupancy tax. All taxes are reimbursable for out-of-state travel.
- All taxes for in-state or out-of-state travels are reimbursable for non-employees.
- Daily Limits (Effective 05/01/2016):
- Overnight in Texas: actual meal and lodging expenses not to exceed $260 per day, with food not exceeding $51 per day.
- Overnight outside of Texas, but in Continental US: actual meal and lodging expenses not to exceed $375 per day. If meal expenses exceed $51 per day, an explanation will be required.
- Outside Continental US: actual expenses not to exceed $425 per day. If meal expenses exceed $51 per day, itemized meals receipts are required with a written explanation.
- Non-reimbursable: Alcohol, dry cleaning, video rental, personal phone calls, and any non-business related travel and expense.
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