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Approved RTA required to request travel reimbursement.
All receipts and invoices must be itemized.
Create Travel Reimbursement Request
Useful Links
UT Travel Policy
11.5. Travel Reimbursements - General Information
- Mileage or gasoline purchased during trip may be claimed but not both.
- Tips and Gratuities not reimbursable on state travel accounts.
- Tips and Gratuities reimbursable up to 20% of receipt subtotal on local travel accounts.
- Alcoholic beverages, alcohol tax, and associated tips are not reimbursable expenses.
- Meal receipts must be itemized
- Proof of paid gratuity must be present on receipt
11.5.5. Non-Employee Travel Reimbursement Procedures
Travel Reimbursement Requests
- The completed request should be assigned to the traveler’s supervisor who will then assign it to the EM Processors group.
- The Travel Reimbursement Request should be submitted no later than two weeks after dates of travel. If a staff member submits a Travel Reimbursement Request over 60 days after the dates of travel, an explanation from the traveler is required.
- All related itemized receipts, invoices, etc., should be attached to the Travel Reimbursement Request. If an itemized receipt has been lost, a screenshot of the traveler’s online statement highlighting the charge may be substituted.
- Include any relevant notes regarding special circumstances on Travel Reimbursement Request (went over per diem, late submissions, mixing business/personal travel, etc.).
Mileage
- In order to be reimbursed for mileage, the traveler must include directions with map from MapQuest or Google Maps or include odometer readings.
- When submitting /wiki/spaces/embusinessservices/pages/35848386 (attach to a Travel Reimbursement Request using the blanket RTA number), please verify that all formulas are correct, and that mileage and reimbursement totals are correct so that reimbursement is not delayed.
- The traveler will also need to select the appropriate dates of travel on Monthly Mileage Reimbursement Requests – the dates default to what is set on the blanket authorization, which is 9/1-8/31.
- One last note on Monthly Mileage Reimbursements, towards the bottom of the request there is a section asking, “Will you claim more expenses for this trip at a later date?” For monthly mileage, always select YES unless submitting a request for August, the last month of the fiscal year. Indicating NO will close the blanket RTA and it will no longer appear as an option for selection when creating a new Travel Reimbursement Request.