Travel

• Several months before your planned trip, fill out a travel request form (ask Robyn for a copy or use a saved copy) and fill out the details about where/when you're traveling, and the reason for travel; give that to Robyn or leave it in her mailbox

• After Robyn enters your trip details into UT's travel system you will get an automatic email notification that your trip is approved. (note that I've always had my requests approved, but I suppose if you were trying to travel to a foreign country that the State Department lists as "dangerous" then we might be denied? not sure)

• You can book your own travel or use UT's Concur page to book flights
  • if you book your own flights, you must provide a comparison flight from Concur to justify the reimbursement - if your flights are more expensive, UT will reimburse only the amount from Concur
  • if you have personal travel before/after the main business, your Concur comparison flights usually must reflect the dates of travel required for the main business.
  • if you book with Concur, you can pay with a P-card and not out of pocket - if you book your own your reimbursement will come after you travel

• If you plan to drive, you usually must compare costs for mileage reimbursement and rental car costs (out of Alpine). The rental car is usually cheaper so that will be what you do.

• If you stay in a hotel in Texas, UT has an agreement that it doesn't have to pay certain taxes on the accommodation cost. Robyn can give you a copy of our tax exempt form. UT will not reimburse for the taxes if you pay them.
  • There are different maximum hotel rates depending on what city you are in. Robyn can help with this.
  • There are different daily maximums for how much they'll reimburse us for food. Robyn can help with that, too.

• After you travel, there is a reimbursement form to fill out with all of your receipts. Give Robyn that form and all your receipts and UT will reimburse you, either via mailing a check or by a direct deposit. Sometimes those reimbursements can take several months to process.