Travel Reimbursement Procedures

Special notes

For travelers using an online reservation tool other than Concur, the flight purchase invoice submitted to the Office of Accounting for reimbursement should include the traveler’s statement: "ONLINE selection is best value as consistent with institutional priorities." This statement can be taped solidly on the traveler's itinerary page and also should be placed in the "NOTes" section of DEFINE.
Two types of accounts
- Local (UT): Account numbers begin with: 19, 30, or 26
- State: Account numbers begin with: 14 or 20 (No gratuity/tip reimbursement)
Mileage Reimbursement Rates (2017):
- 53.5 cents per mile for business miles driven
- 17 cents per mile driven for medical or moving purposes

When travel is to Canada, when noting destination in DEFINE, use "C" rather than "F" for foreign.

After each RTA is completed, Accounting Administrative Associate creates letter to be signed by iSchool Dean. Letters are attached to RTAs for permanent files.
- Regular domestic & foreign letters are signed by Dean.
- Restricted Regions travel requires letter signed by the Associate Dean. See: Restricted Regions Travel Policy: https://world.utexas.edu/risk/policies/restricted-regions .