Reminder: Foreign travel costs funded by federal sponsored programs must comply with the Fly America Act. 
All air travel and cargo transportation services funded by the federal government are required to use a “U.S. flag” air carrier service. You can find a complete list of certified U.S. flag air carriers on transportation.gov.
Airfare other than the lowest economy class is not allowable on Federally-Sponsored Funds or cost share companion accounts unless an exception is met, documented, and approved.
An authorization for official business travel should be done in advance of a trip. The authorization should be approved by the immediate supervisor (or, for student travel, the RUO for the trip) and kept in the department. Additional levels of authorization are required for international travel. This includes all travel for employees, prospective employees, independent contractors and students.
may be used to document approval, but other methods are also acceptable.The state of Texas and UT System have contracts with agencies to give travelers reduced fares, discounts and additional services. The following information outlines the use of state and UT System contracted airfare.
All faculty, staff and students are required to use the University Travel agencies when traveling on University funds. All airfare purchases must be economy/coach class.
Travelers can book airfare via Concur in the Galaxy portal, through Gemini > Gemini for Departments > External Links > Concur Travel.
Travelers can make hotel reservations via:
Conference hotel rates are reimbursable only when you provide support documentation from the conference to show the rate is legitimate. Otherwise, you will be held accountable for the actual cost up to the maximum daily reimbursement for the city you are in.
Texas Hotel Occupancy Tax Exemption
Employees and representatives of The University of Texas at Dallas are exempt from the Texas state hotel occupancy tax when traveling within the state of Texas on official business for the University.
As a Texas institution of higher education, The University of Texas at Dallas qualifies for the Texas state hotel occupancy tax exemption as a Texas educational entity. The exemption applies to Texas state hotel taxes, but not local hotel taxes.
A completed UT Dallas Texas Hotel Occupancy Tax Exemption Certificate must be provided to the hotel to claim exemption from the Texas state hotel occupancy tax. The hotel may request documentation such as a photo ID, UT Dallas business card, or other documentation to verify the guest’s affiliation with UT Dallas.
Employees of The University of Texas at Dallas traveling on official university business within the state of Texas may receive the exemption after presenting the completed exemption certificate, and can pay the hotel in any manner.
Non-employees of The University of Texas at Dallas traveling on official university business within the state of Texas may receive the exemption after the University provides a completed exemption certificate, and the University must pay the hotel with its funds, such as a university credit card or direct billing.
Travelers can book a rental car via:
National and Enterprise rentals are direct billed to the cost center through Concur. UT System has contracted discounted rental cars that include collision and liability coverage; no additional coverage needs to be purchased.
Choose the best value parking at any airport that is reasonable in the specific situation. The University recommends using an off-site parking for the best value.
UT Dallas partners with the Parking Spot to offer a Spot Club Executive card that gives all university travelers a 15% discount on airport parking. Visit the UT Dallas Parking Spot website to register for your card and make parking reservations.
The Parking Spot’s facilities are fully fenced, well-lit and operate 24/7 providing a secure area to park vehicles. Benefits include:
For questions or concerns contact Sales Manager Katy Keim at: kkeim@theparkingspot.com
The University reimburses for the actual cost of meals and hotel while traveling. These should not exceed the GSA domestic per diem rates for travel within the US or the US Department of State foreign per diem rates for travel outside the US. Travelers should familiarize themselves with these rates for their destination cities before traveling.
UT Dallas travelers can book their flights, car rentals, and hotel stays via Concur. (Flights must be booked via Concur unless an exception is granted by the Travel & One Card Office) The tool is accessed via the Galaxy portal, through Gemini > Gemini for Departments > External Links > Concur Travel. All reservations made through Concur will be handled by Corporate Travel Planners (CTP).
Faculty, staff, and select others such as Teaching Assistant (TA) or Research Assistant (RA) are allowed Concur accounts. Students or student workers are not allowed to have accounts. Guests of the University cannot create accounts, but approved account holders can arrange guest travel on their behalf. Group Travel of more than 9 people should not be made using Concur. Group travel requires the contract agencies for the FAA. Accounts are available for all employees during the on-boarding process. Any name changes or account information correction must be submitted via ePAR to HR. Accounts are available after the ePAR has completed workflow.
Any further questions regarding the training material, please contact at travel@utdallas.edu or x2300. Please note that Concur reservations are only fulfilled through CTP.
Concur Guides
The travel agency listed below is allowed to purchase tickets at the State of Texas or UT System contract rates (where applicable) on your behalf. All use of the full service travel agency (CTP) will be billed back to the traveler’s department. There is no charge to the department for use of the Concur online booking tool. Concur provides a list of all travel plans and is the direct source for travel alerts.
| Full Service Agency | After Hours Contact |
|---|---|
|
Corporate Travel Planners (CTP): Full-Service Booking |
1-800-441-6512 (for use between 6:01PM and 7:59AM M-F and on weekends) VIT Code: S2P2A Extra charge applies and should only be used in case of emergencies. Charges will be billed to the cost center used on the purchase. |
Most travelers will use their One Card to pay for travel expenses, or use a personal credit card and file for a reimbursement after completion of travel. On occasion, a traveler may request a travel advance card – a credit card with a specific balance and time frame for use. To request a Travel Card, please Complete the Travel Advance Card Request form. This form is available via the Galaxy portal, through Gemini > Gemini for Departments > Forms > One Card and Travel > Travel Advance Card Request. As with most PeopleSoft forms, you may need to select “Add new value.” This form must be approved by the employee’s Fiscal Officer no later than 10 business days prior to the Travel Start Date.
When the traveler returns, they must provide all receipts and reconcile their transactions within One Card Reconciliation. Student travelers should work with their relevant support staff.
For more information, please see the Travel Advance Card Request Quick Guide .
| Link | Description |
|---|---|
| Airfare Contract Rates |
External link to the Texas Comptroller’s Website. Contract fares are available only for state business purposes, can be booked through the university’s contracted travel agencies, and allow changes or refunds to be made to the purchased tickets. |
| Report of State Agents Traveling to Washington, D.C. |
External link to information regarding state funded travel to Washington D.C. to engage in activities related to obtaining or spending federal funds, or to impact federal policies. |
| Transportation and Security Administration |
Latest news about carry-on rules and airport safety |
| Dallas/Fort Worth International Airport |
Maps and information |
| The Weather Channel |
Weather forecasts and information about major travel destinations |
| Time and Date (World Clock) |
Current time and date for hundreds of locations around the world |
| Domestic Maximum Spending Limits |
Domestic travel allowance for lodging and meals |
| Foreign Maximum Spending Limits |
Foreign travel allowance for lodging and meals |
| OANDA Currency Conversion |
Foreign Currency Conversion Tool |
| Fly America Act |
Foreign travel costs funded by federal sponsored programs must comply with the Fly America Act. |
