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  1. Travel
  2. Expenses
  3. Expenses

Expenses

Local Funded Travel

A member institution and/or a department within the member institution may adopt stricter guidelines regarding reimbursement of expenses. Travelers should become familiar with the travel requirements established by their departments and member institutions prior to traveling.

Transportation

An employee is entitled to be reimbursed for transportation charges incurred while conducting university business. The employee should select the most cost effective method of transportation available. Details on transportation are described in this section

Airfare

First Class/Business Class fare - First class or business class travel may be reimbursed for System and Institution executives. See System regulation#08.1000.

Airfare expenses are reimbursed at the actual cost of Coach Class fare on a commercial airline. It is recommended that the most cost effective airfare be obtained.

Preferred seating charges and extra baggage fees are allowed with DeptID/ProjID approval. § Personal airfare mileage points, reward points, other non-monetary incentives or discounts will not be reimbursed.

Airfare purchased with CTP does not require a travel voucher submission. The DeptID/ProjID will be expensed once the booking and confirmation is complete.

  • Airline tickets purchased through CTP must be cancelled prior to the flight’s schedule departure in order for an airline credit to be issued. Airline credits can be held in the traveler’s name for one year from the original date of purchase. The name cannot be changed. The traveler has one year from the original date of purchase to use the ticket for business related travel before the credit expires. The fee to apply that credit to future trips is the responsibility of the department.

Business ExtrAA® - when using American Airlines for university business travel, employees are encouraged to use the “Business ExtrAA®” account numbers. The “Business ExtrAA®” account numbers for each institution are:

  • UNT SYSTEM = #860312
  • UNT HSC = #921XD06
  • UNT = #772672
  • UNT DALLAS = #859437

State contract fares - State airfare contract rates offer the ability to cancel flights without penalty to the traveler or member institution.

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.

Receipt requirements

For an employee to be reimbursed for a non CTP purchased airfare expense, the employee must provide proof that the expense was incurred. A complete passenger receipt issued by a commercial airline company or an itinerary issued by the company or a travel agency serves this purpose.
The receipt or itinerary must include the following:

  • name of the employee and airline
  • ticket number
  • class of transportation 
  • travel dates
  • amount of the airfare 
  • origin and destination of each flight
  • proof of payment.
Rental Cars

Employees are entitled to reimbursement for the cost of renting a vehicle to conduct university business.

Direct billing for rental cars is provided through CTP for Enterprise and National. All charges will be billed directly to Travel. The expense will be processed against the DeptID/ProjID listed in the itinerary.

State contract vendors, to include vendors through CTP, include all required coverage’s:

  • LDW (Loss/Damage Waiver or comprehensive), which covers all damage to the rental vehicle if it was rented under the state contract;
  • Liability, which covers persons and property outside the rental vehicle. The amount of this extended liability insurance is $100,000 bodily injury per person, $300,000 bodily injury per occurrence
  • Property damage, $50,000 per occurrence
  • For additional information, visit the state’s website, https://comptroller.texas.gov/purchasing/programs/travel-management/rental/

When a contracted vendor is not used, the employee is encouraged to check with their personal insurance company about coverage necessary when renting a car.
Purchasing insurance from the rental company requires prior approval from the DeptID/ProjID holder for reimbursement.

Gas expenses will be reimbursed from actual receipts for vehicles rented and used for business related travel.

Mileage reimbursement may not be claimed when renting a vehicle for business travel. Mileage in personal vehicles can be claimed for reimbursement.

You may use the rental car calculator to help determine whether it is more cost effective to use a rental car than reimburse a traveler for mileage. This is located in the forms library on the UNT System website.

Receipt requirements - for an employee to be reimbursed for a rental expense, the employee must provide proof that the expense was incurred. A complete receipt issued by the rental company serves this purpose. The receipt must include the following:

  • The name of the rental company, and
  • The name of the employee renting the vehicle, and
  • The starting and ending dates of the rental, and
  • An itemization of expenses incurred, and
  • Proof of payment.
Fleet Vehicles

Employees may also use any Institutional Fleet vehicles that may be available when traveling within the State of Texas for business related travel, if this is more cost-effective. Contact the institution Facilities department for more information.

Parking

Employees may be reimbursed for parking expense incurred while traveling in a personally owned or leased vehicle, rental vehicle, or state-owned or leased vehicle.

Receipts will not be required on expenses less than or equal to $10.00. If receipts for amounts over $10 are not provided, the employee must provide supporting documentation with the travel voucher.
Discount rates have been negotiated for airport parking, see the discounts section on the Travel landing page.

Toll Charges

Employees may be reimbursed for tolls paid when traveling in a personally owned or leased vehicle, rental vehicle, or stateowned or leased vehicle.
Receipts will not be required on expenses less than or equal to $10.00. If receipts for amounts over $10 are not provided, the employee must provide supporting documentation with the travel voucher.

Public Transportation

Employees are entitled to be reimbursed for the actual cost of transportation by bus, subway, other mode of mass transit or taxi if incurred to conduct university business.

The cost is only reimbursable if provided by a commercial transportation company.

Receipts will not be required on expenses less than or equal to $10.00. If receipts for amounts over $10 are not provided, the employee must provide supporting documentation with the travel voucher.

Mileage

Employees are entitled to be reimbursed for mileage incurred to conduct state business. The mileage reimbursement rate is inclusive of all expenses associated with the employee’s use of his or her vehicle.

  • Mileage will be reimbursed per the online mapping tool, Google maps; Google maps are no longer required to be submitted with the travel voucher.
  • From/To destinations must be included on the travel voucher or Actual Odometer reading noting From/To.
  • Travel will follow current mileage rate established for the State of Texas, https://comptroller.texas.gov/purchasing/programs/travel-management/rental/vendor-comparison.php.
  • Frequent mileage reimbursements between member institutions and airports are included for use in the forms library on the UNT System website.

Meals and Lodging

Meal and lodging reimbursement rates differ depending on whether the travel is in-state or out-of-state.

Meals

Employees may be reimbursed for a meal expense incurred on a day that the employee conducts university business.  Department Heads will be able designate if a traveler may receive the maximum allowable rate (per diem) or actual meal expenses, with or without a limit. This will be indicated on the Travel Budget Authorization form for any travel (in-state, out-of-state and foreign).

Reimbursing at the maximum allowable rate when in the state of travel will be reimbursed at a rate of 75% of the rate on the beginning and ending date of travel.  

An actual meal reimbursement is not allowed without supporting detailed receipts which should include proof payment. Meal reimbursements on Proj IDs may be per diem or actuals (which require a detailed receipt). Tips or alcohol are never allowed for reimbursement.

Individual departments can establish their own maximum reimbursement amounts. Travelers should become familiar with the travel requirements established by their departments and member institutions prior to traveling.
The DeptID/ProjID Holder will be responsible for monitoring any departmental established maximums. NOTE: The Office of Research Services or Grants is required to approve any expenditure on ProjID's.

Any meal included in a conference registration will not be considered a reimbursable expense without explanation. The conference agenda must be provided with the travel voucher.

Business Meal reimbursements require purpose of the meal, detailed receipt (which includes name and location of the restaurant, number of people served) and amount of the expense and a list of participants.

Lodging

Employees are entitled to be reimbursed for lodging expenses incurred on a day that the employee conducts university business. Actual lodging expenses at a commercial lodging establishment are allowed with receipts for any travel (in-state, out-of-state and foreign).

Hotels offer discounted rates for state employees on transient travel while doing business for the State of Texas. A state issued credit card (IBT) must be used to obtain these rates. Please review the website, https://comptroller.texas.gov/purchasing/programs/travel-management/hotel/information.php if you are interested in these rates.
Individual departments can establish their own maximum reimbursement amounts.
The DeptID/ProjID Holder will be responsible for monitoring any departmental established maximums. NOTE: The Office of Research Services or Grants is required to approve any expenditure on ProjID's.

For lodging in Texas, Texas State Occupancy Tax should not be assessed to any travel within the state of Texas. Travelers should present the completed tax exemption form to the hotel front desk at the time of check in.  Although the hotels are not required to accept the exemption form, employees must present the form at check in. NOTE: If the commercial lodging establishment denies the exemption, the employee must state that fact on the travel voucher when claiming the expense.

Lodging taxes should be separated from the lodging expense on the travel voucher.

Incidental charges should not be listed as part of the lodging expense on the travel voucher. The room expense is reimbursed as lodging. All other approved expenses should be reimbursed under their proper category (i.e. incidental or meals).

Receipt requirements for reimbursement are as follows:

  • name and address of the commercial lodging establishment
  • name of the employee
  • single room rate
  • daily itemization of the lodging charges
  • Proof of payment.
Incidental Expenses

Expenses incurred that do not fall into one of the previously described expense categories listed above. Incidental expenses include, but are not limited to the following:

  • Telephone calls where official business is being conducted on behalf of the System or member institution.
  • Copying charges for specific business purposes that could not be accomplished prior to travel and shipped ahead of the traveler.
  • Shipment of materials to or from the destination if required.
  • Foreign Travel – Charges paid to U.S. Department of State for foreign travel, departure taxes, inoculations and currency conversion fees.
  • Books and other documents purchased on behalf of the System or member institution while in travel status and shipment charges for these items to be shipped back to the travelers designated headquarters.
  • Internet connection or wireless fees incurred during travel if used for System or member institution business.
  • Navigation devices, must submit justification why this expense was required.
Tips/Gratuities

Tips/Gratuities are something given voluntarily or beyond obligation, usually in response to or in anticipation of a service.  Tips/Gratuities included with meal receipts as part of an actual meal reimbursement are allowed. All tips/gratuities should be separated as an incidental expense on the travel voucher.

Tips are not allowed on ProjIDs.
Gratuities are not allowed on ProjID’s at UNTHSC. For additional information, contact the Office of Grants and Contracts at UNTHSC.
Gratuities are allowed on ProjID’s at UNT and UNTD. For additional information, contact the Office of Research Services at UNT.

Alcohol

Reimbursement for alcohol purchases as part of an actual meal reimbursement is allowed. Alcohol is not allowed on state DeptID, a ProjID, or any DeptID for Athletics

State Funded Travel

When using one of the state funds as listed under Travel Funds , the guide below should be referenced to know what is allowed/not allowed

State Funded Travel Restrictions
Meals – No overnight stay Allowed, restricted to $36
Advance Services for Students Not Allowed
Advance Services Team Travel Not Allowed
Establishment of Alternate Designated Headquarters Not Allowed
Extra Baggage Fees Not Allowed
First Class/ Business Class Airfare Reimbursement Not Allowed
Preferred Seating Not Allowed
Prospective Employee Family Travel Not Allowed
Alcohol Purchase w/Meal Not Allowed
Spousal Travel Not Allowed
Student Reimbursement Not Allowed
Team Travel Not Allowed