Travel Policies and Procedures For Individual Travel
August 17, 2002
Policies
Allowed State of Texas per diem and lodging for the Athletic Department only is at the new rate of $25.00 per diem/$100.00 lodging. Per diem breakdowns are $5.00 breakfast, if leaving headquarters prior to 8:00am, or if out of town; $8.00 lunch if leaving headquarters prior to 12:00 noon, or not returning to headquarter until after 1:00pm or out of town; $12.00 dinner if leaving headquarters prior to 5:00 pm, or not returning to headquarters until after 7:00 pm, or if out of town.
Commercial Airline fares should use the contracted agencies and applicable rates that are found on the Texas Tech's travel website, www.gsc.state.tx.us/travel/ Tickets can be purchased directly on the Internet, but must be equal to or lower than the state base contract airfare rate that is on the TTU travel website. If the on-line base airfare (base airfare-airfare without any additional charges, US taxes, PFC & security taxes, etc.) exceeds the state contract base airfare rate, you will not be reimbursed the excess airfare charge.
State contracted car rentals are with Advantage, Enterprise and Avis. No insurance is required at these agencies, unless not on State Contract. State contract numbers are 733-TXC for Advantage, TX0733 for Avis and TX733 for Enterprise. See provisions on www.gsc.state.tx.us/travel/ Gasoline purchases should be made prior to returning the vehicle to the rental company. DO NOT PURCHASE GASOLINE AT THE CAR RENTAL COMPANY.
Mileage can be taken only if you do not receive a supplemental car payment or do not drive a courtesy car. Mileage is at a rate of $.35 a mile. Mileage and gas receipts cannot both be taken. For employees with a courtesy car or a car allowance, gas receipts for out of town business travel only may be submitted for reimbursement. To determine mileage for TX, AR, LA and OK use,
www.cpa.state.tx.us/comptrol//texastra.html
For all others states use,
www.mapquest.com/directions/main.adp
For Texas lodging, state sales tax will not be reimbursed. Texas Tech is a State Institution and is exempted from state sales tax. Always present the Tax Exemption Certificate Texas State Occupancy Tax card to the hotel upon check in.
For Lubbock airport parking, a maximum of $6.50/day (i.e. long-term, covered parking) will be allowed. This does not include short-term parking. An original receipt is required; no handwritten vouchers or lost receipt memos will be accepted.
When personal and business travel is combined, you may be reimbursed only up to the actual amount of expenses that would have been incurred on the business portion of the trip.
An itinerary must be turned in on conferences and seminars business trips. If meals are provided by the event, no per diem is allowed.
No expenses in excess of the maximum allowance for lodging ($100. per night) will be allowed, the only exceptions will be on Conferences and Seminars or on out of state travel. These must have pre-approval from Steve Downing or Judi Henry.
The maximum tip allowed for the following is:
| Bell Hops | $ 0.00 |
| Valet Parking | $ 0.00 |
| Luggage Handlers | $ 1.00 per bag |
| Shuttle Drivers | $ 3.00 per shuttle ride |
| Cab Drivers | $ 3.00 per cab ride |
Procedures
Employees who travel on official University business must apply for a State of Texas Travel Credit Card for business travel. (Application and instructions can be picked up at the Business Office)
Before any individual travel is taken, you will have to go on-line (www.fiscal.ttuhsc.edu) and complete a Travel Application. This application will require inter-departmental approvals, by your immediate supervisor and Steve Downing, Judi Henry, Steve Uryasz, or Craig Wells (Directions on filling out an application on-line will be on the website).
Reimbursement for individual employee travel will no longer be given at the Athletic Business Office. Campus Travel will reimburse all individual employee travel reimbursements. You will still be required to fill out a Travel Expense Worksheet and send to the Athletic Business Office with a copy of the Travel Application along with the original receipts. The Business Office will review and approve all the incurred expenses. The Business Office will then enter the Travel Voucher on-line, print and send the original printed Travel Voucher along with copies of receipts to the traveler for reviewing. Signature of the traveler and the Head Coach or immediate supervisor will be required for processing of reimbursement. The reimbursement will not start processing until the original travel voucher is turned back in to the Business Office and sent to Campus. It is imperative that you get the proper signatures and return the Travel Voucher to the Business Office in a timely manner. (When recruiting, copies of worksheets and all expenses will still need to be turned in to Compliance for reviewing and approval) The Business Office will start all the procedures while awaiting Compliance approval.
Non-employee individual travel (i.e. recruits, prospective employees, etc.) will continue to process through the Athletic Business Office. When recruiting, copies of worksheets and all expenses will still need to be turned in to Compliance for reviewing and approval. The Business Office will start all the procedures while awaiting Compliance approval.
Team Travel will continue to be handled by the Athletic Business Office.
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