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Travel Information

The information and job aides below are provided to assist you in understanding the Travel policy and guidelines.  Items are listed in alphabetical order.  The type of items you will find on this resource list includes links to outside sources and visual job aides.  All forms are available in the BSC Form Library.

Travel services are available to employees, prospective employee, and students traveling in team status only.  Travel arrangements for guests of the University should be processed via an ePro requisition.  Consult the appropriate Purchasing Guide for applicable information.

Applicable to All Institutions:

  • Airfare - State Contracts - State contract airfares are designed for last minute and/or fully refundable travel. Travelers are encouraged to utilize 14-day advanced or other lower cost airline fares for planned travel. City-pair listings are one-way, in alphabetical order, and applicable in both directions. Domestic contract airline fares listed include the 7.5% Federal Excise Ticket Tax, but does not include other fees that may be assessed by the airlines, airports, and/or local governments. Important Note: When booking these flights, request the "State of Texas contracted fare."
  • American Airlines - The UNT System receives a business advantage from American Airlines. When making reservations online include the Business ExtraAA Account number #772672. The individual traveler retains all benefits for the trip.
  • Approval of Travel - Employees need approval from their supervisor and their DeptID/ProjID Holder to travel.  Evidence of approval is required by the BSC before any requests for advance or reimbursements can be processed.  Travel Approval should be accompanied by an agreement/power of attorney when advances are requested.
  • Baggage Charges - Employees must retain receipts for payment of checked bags.
    UNT, UNTD, UNTS:      Local Funds - Up to two bags with approval of DeptID/ProjID Holder. Benefit explanation required for additional bags. State Funds - One bag with approval of DeptID/ProjID Holder. Additional bags can only be reimbursed as long as a justification statement is included with documentation.
    UNTHSC:  One bag with approval of the DeptID/ProjID Holder.  Additional bags can be reimbursed with justification.
  • Currency Exchange - Travel receipts must be converted to US dollars when completing a voucher.  A printout of the conversion for the date of the expense should be included as supporting documentation. 
  • Discount Programs - Discount rates have been negotiated for airport parking and at local lodging establishments.
  • Embassy.Org
  • Enterprise Rental Car Calculator - This tool will help you determine whether it is more cost effective to use a rental car than to reimburse a traveler for use of their personal vehicle.
  • GSA - Domestic Per Diem Rates - For CONUS (Continental United States). Choose the correct fiscal year for the dates of the trip. Use the map icon to find your destination. The column on the far right titled "Meals & Inc. Exp." indicates the daily maximum allowable amount.
    UNTHSC: Maximum per diem rate of $36/day can be claimed for travel within the state of Texas. Actual expenses may be reimbursed with the approval of the account holder.
  • Hotel Occupancy Tax Form - Within the state of Texas, Travelers are exempt from paying hotel occupancy tax. Present the Occupancy Tax Exemption Certificate upon check-in. Check receipts carefully upon checkout to ensure that state tax was not charged. Travelers are not exempt from city or county occupancy tax and are required to pay state occupancy tax in other states.
  • Hotel - State Contracts - Hotels offer discounted rates for state employees on transient travel while doing business for the State of Texas. The individual hotel listing contains all the contract services offered by the contract hotel.  FAQ for utilizing State of Texas Contract Hotels.  
  • IBT State of Texas Travel Cards - Employees who travel are encouraged to apply for and use the State of Texas Travel Card to pay for business travel expenses.  The card is issued to the traveler who is responsible for paying the balance in full each month. Travelers seek reimbursement for eligible expenses through established reimbursement procedures.  To apply, send a request to travel@untsystem.edu.  An application will be sent to you with instructions for processing.
  • IRS Publication 463 - Travel, Entertainment, Gift and Car Expenses
  • Mileage Reimbursement Rate - Established by Texas Comptroller of Public Accounts. Reimbursement for mileage should be substantiated with a printout of from an online mileage/map site or a vehicle odometer reading.
  • Rental Cars - State Contracts - Avis Rent-A-Car Systems, Inc. and Enterprise Rent-A-Car have been awarded the contracts.  Loss Damage Waiver (LDW) and Liability insurance coverage is included in the contract rate.  If renting from another rental car agency, it is recommended that you request additional coverage and budget accordingly. Rate identifier numbers:  Avis: UNT=F999752, UNTD=F999773, UNTHSC=F999763, and UNTS=F999769.  Enterprise: UNT=TX752, UNTD=TX773, UNTHSC=TX763, and UNTS=TX769.
  • State of Texas Travel Information
  • State Travel Management Program
  • Texas Office of State and Federal Relations
  • TSA (Transportation Security Administration) - The TSA Secure Flight Program requires that travelers provide their name as it appears on the government identification card they plan to use when traveling. Travelers are also required to provide their date of birth and gender.
  • US Department of State - Foreign Per Diem Rates - Per diem rates for destinations outside the Continental United States (CONUS).

UNT, UNT Dallas and UNT System Administration:

  • Advance Services - Details how to utilize travel advance services.
  • Citibank TAC - Provides information specific to TAC card users.
  • Denton Campus Mileage Reimbursement - Employees will not be reimbursed for mileage to Discovery Park and Mean Green Village. Bus service has been established serving both locations. Employees must be able to justify that they were traveling outside of bus service times to claim mileage to/from these locations.
  • Lodging Rates Allowed - Actual lodging expense up to the maximum allowable rate published on the GSA or $77 per day for locations not included on the GSA. (When local fund are used, the DeptID/ProjID holder can authorize reimbursement over the federally published rate.)  Also Note:  DeptID/ProjID Holders can establish lodging reimbursement amounts less than the federal rates. Employees should be aware of their approved limits before they travel.
  • Lodging Receipt Requirements - All lodging reimbursement requests must be accompanied by a receipt showing the actual amount paid, even if the amount claimed does not exceed the maximum allowable amount. At most. reimbursement can only be for the amount of the actual expense, however, it can be capped at an amount lower than the actual cost depending on the funding source used or a the discretion of the DeptID/ProjID holder.
  • Meal Rates Allowed - Actual meal expense or per diem up to the maximum allowable rate published on the GSA or $36 per day for locations not included on the GSA. (When local fund are used, the DeptID/ProjID holder can authorize reimbursement over the federally published rate.)  Also Note:  DeptID/ProjID Holders can establish meal reimbursement amounts less than the federal rates. Employees should be aware of their approved limits before they travel.
  • Meal Rates - Partial Day Travel -
    • Breakfast reimbursement is 24% of the daily amount and traveler must be in a state of travel by 7AM.
    • Lunch reimbursement is 32% of the daily amount and traveler must be in a state of travel by 12PM.
    • Dinner reimbursement is 44% of the daily amount and traveler must be in a state of travel by 6PM.
  • Meal Receipt Requirements - Receipts are required when requesting reimbursement for actual meal expenses. Receipts are not required when requesting per diem.
  • Prospective Employee Travel - Travel services for prospective employees may be processed with a TAC. A representative from the department should be designated to handle all the arrangements. The RTT and the travel Voucher are required for payment processing. If no reimbursement is due, travel documents should be signed by departmental personnel (preparer and account holder) with proper receipts from the traveler attached. If reimbursement is due to the traveler, they should sign the completed travel documents before leaving or by way of fax or email.
  • Travel Guide
  • UNT Fleet Reservation - Facilities maintains vehicles that can be rented on a daily/weekly basis. 
  • UNT International Travel Portal

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