Frequently Asked Questions

Flights

Who is allowed to purchase first/business-class airfare?: The standard rule is that all airfare purchases must be economy class, but there are a few exceptions — if you think you qualify for an exception, you must get advanced approval before purchasing first/business class airfare.
How do I get approval to purchase first/business-class airfare?: You must get advanced approval from Travel Management Services for the purchase of first/business-class airfare. Seek approval as far in advance as possible before you plan to purchase airfare, and keep in mind that it will take at least one week to process your request. Complete and submit a First/Business Class Airfare Purchase Request.
What’s the Fly America Act?: The Fly America Act is a federal regulation that requires the use of U.S. carriers for travel that will be reimbursed from federal grants and contracts. Each department is responsible for reviewing any federal contract or grant to determine if the Fly America Act is required. Read more about the Fly America Act and a recent update called the Open Skies Agreement.
How can I take advantage of the university’s discounted airport parking?: You can get discounted parking and other benefits when you park at Airport Fast Park in Austin and show your Frequent Flyer Park Card when leaving the lot. To get this card, complete the quick Frequent Flyer Park Card application on the Airport Fast Park Web site. For more information, see the discounted airport parking page on this site.
Where can I find the latest rules about carry-on luggage?: You can learn about carry-on rules and airport safety on the Transportation and Security Administration Web site.

Direct Billing

How do I direct bill a rental car?: To start the process of direct billing a rental car, make your rental car reservation with one of the state contracted vendors, then complete and submit the Rental Car Central Billing Request.
How do I direct bill a hotel?: If you want to direct bill your hotel reservations, follow the instructions in the hotel reservations section of this Web site.

Rental Cars

Why can’t I rent a 15-passanger van?

According to UT System policy, only trained, authorized drivers can operate 15-passanger vans, and no more than 9 occupants (including the driver) are allowed in the van at any time. This policy is in place for the safety of you and the entire university community. If you want to learn more about the 15-passanger van rule, visit the Parking and Transportation Services Web site.

How do I direct bill a rental car through central billing?

See the answers to the Direct Billing FAQs.

How can I set up departmental direct billing for a rental car?

If your department is interested in establishing a departmental direct billing account with State of Texas rental car vendors, e-mail Travel Management Services. Remember to include the following information in the e-mail:
your department’s name,
U.S. mailing address,
departmental contact’s name,
and the name of the rental-car vendor you want to set up departmental direct billing with.

Am I allowed to use a non-contract rental car vendor?

Non-contract car rentals are only allowed if the three State vendors are sold out or do not have a rental location where you are going. You must purchase the offered LDW and Liability insurance coverages (they are reimbursable).
If you need to use a non-contract vendor and will pay for the rental using state funds, you will need to get a cost comparison from the Travel Management office. Upon the traveler's return, fax or email your cost comparison request along with their final rental car invoice. The Office of Accounting Travel Desk will only reimburse the lower cost.

Can I take my rental car outside the United States or across state lines?: For the answer to this question and information on other provisions of the state rental car contracts, please see the Texas Comptroller of Public Accounts Web site.
Who can answer my insurance questions regarding business travel related car rentals?: Contact Lisa Shanks, Office of Accounting Risk and Insurance Analyst, with rental car insurance questions.

Hotels

Where can I find a list of state-contracted hotel vendors?: Find a directory of state-contracted hotels on the State of Texas Web site.
Do any hotels in Austin offer special accommodations for university guests?: Yes, check out Austin accommodations to find hotels in Austin that may be of particular interest to university visitors due to discounts and other amenities that cater to the university community.
How do I get a tax exemption on my Texas hotel bill?: To receive tax exemption on your hotel bill, download and complete the Texas Hotel Occupancy Tax Exemption Certificate (PDF) and present it to your hotel at check-in.
What do I do if a hotel doesn’t accept the tax exemption form? Are they allowed to do this?: Hotels don’t have to accept the tax exemption form. If a hotel refuses to accept the form, make a note of this on the travel reimbursement voucher (VP5) and the tax will be reimbursable.

Travel Authorizations

Who are the university experts on rules relating to UT travel authorizations?: Contact the Office of Accounting Travel Services for advice and instruction on properly completing travel authorizations.
Who needs to complete an RTA?: You’ll need to complete a Request for Travel Authorization (RTA) for almost any kind of university business travel. The University of Texas policy states that all employees, prospective employees, and students receiving reimbursement for centrally billed airfare and travel on university business are required to complete an RTA prior to departure. Departments may also complete an RTA for non-employees who are being reimbursed for travel expenses only. See the travel authorizations section of this Web site for more information about completing and submitting RTAs.
When should I complete an RTA?: You should complete a RTA as soon as possible when planning travel. Always complete a RTA before departure.
Do I really need to get my RTA approved?: Approved status is required on an RTA before reimbursement or payment of trip expenses may be made. Approval serves as written permission to reimburse the traveler or pay centrally billed items on your behalf via electronic transfers from department accounts.
Do I need to provide an RTA to my travel agency?: Yes, you must give an approved Request for Travel Authorization (RTA/VE5) to your travel agency before any tickets are issued. The travel agency will review the RTA for the following: traveler’s name, dates of travel, authorized destination city(s), UT department account number, and complete electronic approval. If any of this information does not comply with the travel rules, the travel agency will ask you to correct the RTA prior to ticket issuance.
Who needs to complete an APS form?: Departments should complete an Authorization for professional Services (APS) form for all non-employees traveling to the university for the purpose of providing compensated services.

QuickTrip

What is QuickTrip?: QuickTrip is a secure, customized online booking tool for business travelers within The University of Texas System, and it allows you to view airline schedules and fares, rental-car rates, and hotel information for planning and budgeting purposes. It is for university faculty, staff and student business travel only. A UT EID is required. See the online reservations section of this site for more information.
When should I use QuickTrip?: QuickTrip is recommended for simple, roundtrip domestic itineraries.
Do I need to complete a RTA if I use QuickTrip?: Yes, you must complete an electronic Request for Travel Authorization (RTA/VE5) and get it approved prior to ticket issuance. An approved VE5/RTA must be entered into QuickTrip’s “Itinerary Plan” page before a reservation will be confirmed and ticketed.
I’m trying to make QuickTrip reservations for someone other than me. Where should I start?: If you are making reservations for others, you must designate yourself their travel arranger. Both you and the traveler must have an established login, password and profile. See the QuickTrip for travel planners for more information.
How much does it cost to use QuickTrip?: There is a $17.85 service fee for every QuickTrip reservation that includes airfare. If you are only booking a rental car and/or hotel, the service fee is $10.85. These fees apply when the electronic ticket is issued. See travel agency fees for more information.
Who do I contact with questions about QuickTrip?: For questions about using QuickTrip contact Travel Management Services. For questions about cancellations/refunds once ticketed, contact Carlson Wagonlit Travel.
If my travel agency books a trip for me, will I be able to see it on QuickTrip?: No. The only bookings accessible via QuickTrip are those made through the system.

Mixing Business Travel and Personal Travel

Is it ever okay to mix business travel and personal travel?

You are allowed to mix business travel and personal travel as long as you meet the following requirements:

Justification must be placed on the reimbursement voucher identifying the specific savings recognized
Department approval is required with a note in the Request for Travel Authorization (RTA/VE5)

What information should I include in the justification on the reimbursement voucher?

When writing up a justification for mixing business travel and personal travel, you should include a comparison of airfares and an itemized list of savings and/or personal charges owed to your department. An example of a business/personal travel would be as follows:

Example: Authorized destination is Washington D.C. and there is a personal stopover in Philadelphia
Airfare Comparison:

Austin — Washington, D.C. roundtrip ticket issued as the State of Texas contract airfare of $450
Austin — Washington, D.C. / Washington, D.C. – Philadelphia (personal stopover) / Philadelphia – Austin roundtrip airfare is $475

*Authorized destination ticket cost of $450 minus $475 leaves personal charges due to the department of $25

State of Texas Travel Rules

Where can I find info about state contracts for airfare, rental cars and hotels?

You can find information about State of Texas contracts for airfare, rental car rates/provisions, and hotels on the Texas Comptroller’s Web site.

When do I need to use State of Texas travel vendors?

The following accounts must use State of Texas travel vendors for things like air travel, rental cars, and hotels:

State accounts: 14 and 20
Federal accounts: 26-0XXX-XX through 26-4XXX-XX (the CA3 screen in DEFINE will note if the 26 account follows State of Texas travel rules)

I know my department is supposed to use State of Texas travel vendors, but are there any exceptions?

There are some allowable exceptions that will let you use non-state-contracted vendors. You may not have to use a State of Texas vendor if one of the following valid business reasons applies:

You find lower cost (offered to the general public through published tariffs) elsewhere.
More efficient schedules exist on another (non-contract) airline, which permit the traveler to conduct business.
Public health, safety or security situations exist that may place the traveler in an unsafe environment.
Travel is part of a group program where reservations are made through a required source to obtain a particular rate or service.

International Travel

How do I book international travel using a state fund account?: For information about booking international travel with a state fund account, see the Office of Accounting’s Handbook of Business Procedures and read the section entitled “C. Foreign Travel.” Direct all questions regarding this approval process to the Office of Accounting Travel Services.
Where can I find information about passports, international travel warnings, or other country specific information?: You can find information about passports and other topics relevant to your international travel plans on the U.S. Department of State and the International SOS Web sites.
Is it true that I need to use a university license when traveling to Cuba?: Yes, travel to Cuba is severely restricted under the Cuban Assets Control Regulations and the Trading with the Enemy Act. Under these regulations, spending money on travel to Cuba is prohibited unless the traveler is licensed. Visit the university’s International Office Web site for information about getting licensed to travel to Cuba. Note: the Office of Accounting will not process a reimbursement request without proof of license.
Does my UT Austin employee medical plan include coverage during international travel?: Yes your employee medical plan does cover you during international travel. For more specific information, see the UT System Benefits While You Travel page.

Reimbursements

How do I get reimbursed for university business travel?: For information about getting reimbursed for business travel, read the Office of Accounting’s frequently asked travel questions.
Who do I call with questions about my travel reimbursement?: The Office of Accounting’s Travel Services section handles all reimbursements for university business travel. See Office of Accounting Travel Services contact information for details about getting in touch with them.

Student Travel

Are there any rules I should keep in mind when planning student travel?: Yes, you should familiarize yourself with certain rules before planning student travel. Visit the Vice President for Student Affairs Web site for detailed information and rules about student travel at the university.
I frequently escort student travel groups. Is there a credit card designed for these types of travel expenses?: Yes, JP Morgan Chase’s Student Group Travel Card is designed for departments that escort student groups on official university business. Learn more about the Student Group Travel Card.

Benefits and Overtime

What are my medical benefits when traveling internationally?: UT System provides health insurance benefits and travel assistance to eligible plan participants and their dependents while traveling or working in a foreign country.
Am I compensated for overtime while traveling on official UT business?: See Human Resources for information about overtime compensation.

Money Matters

Can I sign a contract on behalf of the University for travel or meeting related services?: Not as a general rule. For contract administration rules and information, contact the Office of the Vice President and Chief Financial Officer.
Are there any limits on using my grant or contract funds for university business travel?: Information on rules regarding grant and contract funds is available from Contracts and Grants Services in the Office of Accounting.