Travel FAQ

Yes, please see the Travel Reference Aid  for an overview of the process.

No. All flights must be purchased through The University of Texas at Dallas travel coordinator. If you book without UTD, you will not receive reimbursement.

UTD requires a receipt for all reimbursements. If you paid with a credit card, you can submit your credit card statement as an alternative record. Original receipts are the preferred method by both UTD and travelers.

If an original itemized receipt is lost and the billing agency is unable to provide a duplicate copy, please contact your travel coordinator to see if a missing receipt form can be submitted. (Note: The form cannot be used for Airfare, Hotels, Rental Cars, Uber or Lyft. These vendors are required to provide proper receipt documentation.)

No. You will not get reimbursed for any traffic or parking violation.

You book your own hotel reservation. After you book the hotel, then email the hotel confirmation to your travel coordinator. Once you return, bring an itemized receipt (separating room rate and hotel tax) with your other travel receipts.

Please note, any over-per-diem request must be approved prior to travel.  Failure to follow this process may result in the reimbursement not being approved.

Yes. Keep all receipts from eating out while you are traveling. The receipts must be itemized for reimbursement purposes. Please double check with your sponsoring professor whether they want you to submit food receipts.

First, let your travel coordinator know that you are going to share a room. Second, when you check out, ask for two hotel receipts which include your name and reference the credit card that you used. If possible, ask the hotel to include how much each guest paid for out of the total bill.

Per diem is the monetary rate that the federal government sets as reasonable for state-sponsored trips. It is the maximum amount that you can receive reimbursement for. However, you will be reimbursed what you spent, only up to the maximum amount allowed. Per diem will be listed on your travel envelope and can also be found on the U.S. General Services Administration(GSA) website of https://www.gsa.gov/travel/plan-book/per-diem-rates for reference and Foreign Per Diem Rates via: https://aoprals.state.gov/Web920/per_diem.asp

It will typically take three to six weeks before you will receive your reimbursement check. If you elected to have direct deposit, you will receive an email notifying you that the reimbursement has been deposited into your bank account.  Please note reimbursements submitted after 60 days from travel will be reported to Payroll as income. The IRS requires employee travel expenses to be submitted for reimbursement within the University’s accountable plan or 60 days after the expense is incurred or the trip ends. If not submitted within 60 days, the reimbursement becomes taxable [to the employee] for federal, state, FICA and Medicare; and withholding tax must be taken.

UTD can be directly billed for your flight, conference registration fee and rental car.

Yes. If you are traveling on a UTD sponsored trip (ex: state conference), you will need to submit a travel request form.

Yes. You can still receive reimbursement for mileage, a conference fee and parking. However, you will not receive reimbursement for meals unless you stay overnight at the sponsored event.

Yes. If you used your own car to go the airport or to travel inside of Texas, you can be reimbursed. As of January 1, 2024, mileage is reimbursed at a rate of 67 cents per mile, per the Internal Revenue Service. Mileage reimbursement should be based on the shortest route between the origin and destination points. For more information, see the UTD Travel Reimbursement https://finance.utdallas.edu/managing-reimbursements/travel-reimbursement/. Please let the travel coordinator know whether you would like mileage reimbursement.

Contact your travel coordinator immediately. There are several departments that are involved, as well as the Office of International Education department to receive pre-trip training.

The UTD Travel Request is a DocuSign form.  Please contact MSE Travel at msetravel@utdallas.edu to initiate the process.

No. Most funding sources will not reimburse alcohol charges.