Travel & One Card has developed a Travel Reference Aid 
with details on reimbursements. More detailed information can also be found in the Travel & Expense (T&E) Process Manual.
Travel expenses are reimbursed as standard and necessary for the sole benefit of the University. Clear business purposes should be identified in all methods of purchases. All reimbursements should be review and approved/denied in accordance with University UTDBP3104: Travel Expenses, UTDBP3023: Travel and Risk Related Activities, UTDPP1108: International Travel Policy, UTDBP3057: Purchasing Policies, and campus business practices.
Reimbursement can be requested by completing an Employee Expense Report in PeopleSoft. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Travel and Expense > Create Expense Report. Completion of the form creates an expense report that will automatically be paid when the approval workflow is complete. All required receipts should be attached.
Submit itemized receipts for hotel, public transportation fares, parking, mileage logs and other incidentals. Travel & One Card does not require documentation for meals unless the funds involve Contracts or Grants. Meals are not reimbursed when the travel does not include an overnight stay.
If an original itemized receipt is lost and the billing agency is unable to provide a duplicate copy, then the Missing Receipt Form must be completed for the missing itemized receipt. (Note: The form cannot be used for Airfare, Hotels, Rental Cars, Uber or Lyft. These vendors are required to provide proper receipt documentation.) If the Missing Receipt Form is approved, attach the form to your Reimbursement Request. If the form is denied, you will need to make arrangements for reimbursing UTD. General information and instructions can be found in the PeopleSoft Missing Receipt Form Quick Guide.
Conference Hotel expenses will be paid or reimbursed at the standard conference rate. Non-conference hotel expenses should be reasonable but may not exceed GSA allowance for that location without approval from the traveler’s VP, Dean, or Fiscal Officer.
As of January 1, 2024, mileage is reimbursed at a rate of 67 cents per mile, per the Internal Revenue Service. This rate is regularly adjusted and is up 3 cents from the 2022 rate. Mileage reimbursement should be based on the shortest route between the origin and destination points.
Reimbursement 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. Incomplete or incorrect travel vouchers will be returned to the department and will not be considered submitted until resubmitted with the corrections to Travel Management.
Faculty staff, and students whose travel expenses are funded by sponsored projects funds must adhere to all University Travel and Business Expense Policies, Sponsor specific policies and requirements, and the cost principles as defined by the Office of Management and Budget (“OMB”) as part of 2 CFR 200.474 for federally sponsored projects.
More restrictive travel policies and procedures may be mandated by specific programs, schools, departments or offices.
