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Travel at UTD: Policies, Procedures, and
Documentation
UTD Office of Procurement Management
Last updated 04/25/2008
Table of Contents
Table of Contents p. 2
What’s this document for? p. 3
(Introduction and Disclaimer)
Contact Us p. 4
Important Things to Know p. 4
Travel – Step by Step p. 5
Travel Forms and Instructions
– Travel Authorization p. 6
– Instructions p. 7
– Request for President’s Approval for State
Employees Traveling to Foreign Countries p. 8
– Report of State Employees Traveling to
Washington, D.C. p. 9
– Voucher/Promissory Note p. 10
– Instructions p. 11
– Travel Voucher p. 12
– Instructions p. 14
– Hotel Direct Bill Request Form p. 17
– Hotel Tax Exemption Form p. 19
– Hotel Tax Exemption Proof p. 20
Student Travel Forms and Instructions
– Student/Team/Group Travel Authorization p. 22
– Student Travel/Off-Campus Activity Checklist p. 24
– Team/Group Travel Disbursement Register p. 25
Authorization for Professional Services p. 27
Many of these forms can also be found online, either at http://www.utdallas.edu/ir/tcs/eforms/
or as part of the Administrative Policies and Procedures Manual, online at
http://www.utdallas.edu/utdgeneral/business/admin_manual/ (look in the Forms Index).
2
What’s This Document For?
(Introduction and Disclaimer)
This Travel Guide is intended to highlight and
explain some of the more commonly encountered
situations when making travel arrangements or filing
reimbursement requests for travel taken on the
University’s behalf. It summarizes the UTD
policies and procedures which pertain to travel,
presents links to helpful resources on the World
Wide Web, and includes copies of most of the forms
you will use, along with instructions on how to properly complete them.
This Guide does not, however, replace or supersede UTD’s “Administrative Policies and
Procedures” manual. If you ever notice any discrepancies between the two, abide by the
AP&P manual, and alert us so that we may make the appropriate changes to this Guide.
Procurement Management
phone 972-883-2300
fax 972-883-2348
mail AD34
3
Contact Us
Trudy Muller is the Travel Coordinator at UTD. She can
be reached by phone at x2606, by fax at x2348, or by sending an
email to the Travel bulletin board: travel@utdallas.edu. The
bulletin board is also monitored by Pete Bond.
Important Things To Know
The Comptroller’s per-diem limits are not flat reimbursement
rates. Reimbursement for meals and lodging is based on
actual expenses, not to exceed the per-diem limit for that
day’s destination. If the lodging limit for your destination is
$80/night and you only spend $60/night, you will only be
reimbursed $60/night.
State law prohibits the reimbursement of meal expenses if the travel does not involve an
overnight stay.
As of 3/1/2008, the reimbursement rate for personal auto mileage is $0.505 per mile.
Mileage reimbursements to points within Texas may be limited to the “official” mileage
listed with the Comptroller’s Office (for an automatic mileage calculator, visit
http://www.window.state.tx.us/comptrol/texastra.html). Mileage to points outside
Texas can be verified by going to http://www.mapquest.com/ and printing out driving
directions to your destination; the mileage is printed near the top of the page.
As of 9/1/2007, the per diem for travel inside Texas is limited to actual expenses up to
$85/night for lodging and $36/day for meals. Per diem rates for domestic travel outside
the State of Texas can be found on the World Wide Web at:
http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=
GSA_BASIC
Lodging rates above the allowed per diem may only be reimbursed in full if you obtain
the permission of your supervisor and the Assistant VP of Procurement Management
(Pete Bond, AD34, pbond@utdallas.edu) prior to taking your trip. Such overages
cannot be paid with state-appropriated funds under any circumstances.
4
Travel – Step by Step
1. As soon as you know where and when you’re going, begin filling out
a Travel Authorization form. Be especially sure to include your
destination and the business purpose of your trip, and the account number
to which most of your expenses will be charged. (If you’re using several
accounts, list the one that will be covering airfare.)
2. Call UTD’s travel agent to book any airfare pertaining to this trip. As
of September 1, 2007, this is Carlson Wagonlit Travel System.
Why do I have to go through Carlson Wagonlit? Why can’t I go find my own cheap airfare on
the Internet?
Carlson Wagonlit, as our contracted travel agent, has the authority to provide the State of
Texas contracted airfare between selected city pairs. Not only are the contract rates low,
they’re also fully refundable at all times. Many of the cheap Internet specials aren’t.
Carlson Wagonlit is also authorized to bill airfare directly to the University, with nothing
out of your pocket. If you go through an outside agency, you will need to obtain pre-
approval, then pay for the ticket and be reimbursed for it after your trip (see below).
Lastly, part of our agreement with Carlson Wagonlit is that we will use them as much as
possible for our air travel. If you find a significantly lower fare online, and feel the savings
justify going through a third party, you will need to get a quote from Carlson Wagonlit to
document your claim, then obtain permission from the Assistant VP of Procurement
Management. An email to pbond@utdallas.edu or written memo to Pete Bond at AD34 is
required. He will inform you of his approval or denial, either by return email or by signing
the memo you sent to him. Include his approval with your Travel Voucher.
3. Once you know your itinerary, fill out the rest of the Travel Authorization and send it to AD34.
4. If you are not eligible for the UTD Travel Credit Card, and your department determines that
you’ll need a travel advance, complete a Voucher/Promissory Note, get the proper signatures, and
send it to the Assistant VP of Procurement Management (Pete Bond), at AD34.
5. Take your trip, and make sure to hang on to all your lodging and transportation receipts!
6. When you return, complete a Travel Voucher. Attach your original receipts (make photocopies
for yourself if you need them). Sign the Voucher, have your supervisor sign it, and send it to us at
AD34 for payment processing.
NOTE: If you have an outstanding travel advance for this or any other travel, we may apply
your reimbursement toward that advance. If we do this, you will receive a check for any
remaining balance.
5
THE UNIVERSITY OF TEXAS AT DALLAS
TRAVEL AUTHORIZATION
NAME DATE
1 2
TITLE DEPARTMENT
3 4
DATE OF TRAVEL DISPOSITION OF DUTES WHILE ABSENT
FROM 5 TO 6 7
STATEMENT OF PURPOSE OF TRAVEL (INCLUDE DESTINATION)
8
ACCOUNT TO BE CHARGED TRAVEL CASH ADVANCE REQUESTED ON UTD PAYROLL DURING TRAVEL
9 10 YES 11 NO
ESTIMATED COSTS
TRANSPORTATION: PER DIEM: 12 FOR: DAYS. OTHER: TOTAL:
ITINERARY TRAVEL RESERVATIONS
DATE FROM TO DEPART ARRIVE CARRIER & FLIGHT NUMBER
13
CONTACT PERSON EXTENSION MAIL STATION
14 15 16
EMPLOYEE SIGNATURE DATE
17 18
DEPARTMENT HEAD OR ADMINISTRATIVE SUPERVISOR SIGNATURE DATE
19 20
(Rev: 9/98) ORIGINAL - PROCUREMENT MANAGEMENT - AD34 ONE COPY - DEPARTMENT
6
Instructions for completing the Travel Authorization
The Travel Authorization must be submitted and approved prior to the time travel is actually to occur. A
good rule of thumb is to prepare the Authorization immediately after booking the travel with the University’s
travel agency.
The Travel Authorization must be submitted for all travelers representing the University, whether or not such
travel is to be reimbursed.
After filling out the Travel Authorization, submit the original only to Travel at AD34. Make one copy to
enclose with the travel voucher, and additional copies as needed for your records.
Filling out the Travel Authorization
Numbered items correspond with the numbered blocks on the sample Authorization.
1. The traveler's name and Social Security number.
2. The date you prepared this form.
3. The traveler's title.
4. The traveler's department.
5. Date of departure. If plans change by more than one day, please submit a revised travel authorization.
6. Date of return. Again, if plans change by more than one day, please submit a revised travel
authorization. You can simply fax it to Travel at x2348.
7. Note here who will be handling the traveler's duties during this time.
8. Briefly explain the business purpose of travel. Examples include presenting a paper at a conference or
collaborating on research. Also note the traveler's destination in this field.
9. The account number against which to charge airfare and other expenses. If UTD will be paying for
neither airfare nor other expenses, you may put "NO COST TO UTD" in this field. If this number needs
to be changed, please submit a revised authorization.
10. If a travel cash advance is requested, please note the amount here. In addition, you will need to
prepare and submit a Voucher/Promissory Note form.
11. Indicate if the employee will be on the UTD payroll during the time of travel.
12. Use this line to provide an estimate of transportation, meals & lodging, and other travel-related costs.
Registration fees should be listed in the "other" blank. If a registration fee needs to be paid by UTD
ahead of time, you must also prepare and submit a State of Texas Purchase Voucher.
13. If you know the details of the traveler's itinerary, please note them here. You do not need to submit a
copy of your itinerary if you booked through the University’s travel agency - UTD will get one from
them in the mail.
14. This is usually the name of the person who filled out the form. This is the person Travel will call if
there are any questions.
15. The extension of the person listed in block 14.
16. The mail station of the person listed in block 14.
17. Traveler's signature.
18. Date of traveler's signature.
19. Signature of the traveler's supervisor (or the supervisor's designee if applicable).
20. Date of supervisor's signature.
7
10
Instructions for filling out the Promissory Note
Most of the blanks on this form are fairly straightforward – name, date, account number, dollar
amount, and signature.
As the example indicates, your mail station is quite sufficient for “Mail Address”. You have to be
part of the UTD community to be eligible for advances, so there should only rarely be reason to use
your home address instead.
“Witness” is always your supervisor, or his/her supervisor if s/he’s out of the office at the time and
you just can’t wait.
Once you and your supervisor have signed the form, it needs to be approved by the Vice President
for Business Affairs (Dr. Calvin Jamison, AD24). Once he has approved it, he will send the completed
form to our office for processing.
PLEASE NOTE: When you receive a Travel Advance from the University of Texas at Dallas, you are
required to submit your Travel Voucher and all relevant receipts with 30 days of your return. If your
reimbursable expenses are less than the amount of your advance, you must also include a check for
the difference. The University of Texas at Dallas reserves the right to withhold other reimbursements
due you and apply them to travel advance repayment if you are delinquent in filing your Travel
Voucher.
11
STATE OF TEXAS
TRAVEL VOUCHER Page ___ of ___
1. Archive Reference Number 2. Agency Number 3. Agency Name 4. Current Document Number
738 THE UNIVERSITY OF TEXAS AT DALLAS
5. Effective Date 6. Doc Date 7. Doc Agency 8. PDT 9. Doc Amount
738 1
10. Pay To: (Name, Address, City, State, Zip Code) 11. Title
3
12. Designated Headquarters
2
4
13. Payee Identification Number 14. AGENCY USE (UTD Fund-Org)
5 6
15. SFX REF DOC SFX TC INDEX PCA AY COBJ AOBJ AMOUNT
001 R APPN FUND NACUBO SUB-FUND AGENCY USE
15. SFX REF DOC SFX TC INDEX PCA AY COBJ AOBJ AMOUNT
002 R APPN FUND NACUBO SUB-FUND AGENCY USE
15. SFX REF DOC SFX TC INDEX PCA AY COBJ AOBJ AMOUNT
003 R APPN FUND NACUBO SUB-FUND AGENCY USE
15. SFX REF DOC SFX TC INDEX PCA AY COBJ AOBJ AMOUNT
004 R APPN FUND NACUBO SUB-FUND AGENCY USE
15. SFX REF DOC SFX TC INDEX PCA AY COBJ AOBJ AMOUNT
005 R APPN FUND NACUBO SUB-FUND AGENCY USE
16. Service Dates 17. Description
9
From 7 To 8
18. DISTRIBUTION AMOUNT
Expense itemization for in-state travel
Fares, public transportation (attach receipts), Taxi 10a Air fare 11a Rental Car 12a 13a
Personal car mileage 14a Miles @ (Rate set by Legislature) 0.405 15a
Meals and / or lodging 16a
Parking 17a
Other travel expenses (itemize) 18a 19a
Expense itemization for out-of-state travel
Fares, public transportation (attach receipts), Taxi 10b Air fare 11b Rental Car 12b 13b
Personal car mileage 14b Miles @ (Rate set by Legislature) 0.405 15b
Meals and / or lodging 16b
Parking 17b
Other travel expenses (itemize) 18b 19b
Local fund travel advance dated 20 in the sum of $ 21 was received.
TOTAL 22
19. I certify that the expense account shown above is true, correct and unpaid.
Claimant Date Supervisor Date
Sign Here 23 24 Sign Here 25 26
20. Contact name Phone (area code and number) 21. Entered by
27 28 29
22. Approved Sign Title Date
by Accounting Here
22. Approved Sign Title Date
by Accounting Here
(6/98) Original -- Procurement Management - AD34 Copy – Department
12
Form 74-110 (Back)(Rev. 2/04)
IN-STATE
a. b. e. Cost of
d. Cost of
Leave Arrive lodging
meals not f. TOTAL not to
Headquarters Headquarters not to
to exceed exceed $121
exceed
Date Hour Min. m. Date Hour Min. m. $36
$85
1a 2a 3a 4a 5a 6a 7a
$ -
$ -
$ -
$ -
8a 9a 10a 11a $ -
$ -
$ -
$ -
$ -
$ -
TOTAL MEALS &
LODGING
$ 12 a
OUT-OF-STATE
m. n. q. Cost of
p. Cost of
Leave Arrive lodging
meals not r. TOTAL not to
not to
Headquarters Headquarters to exceed exceed Federal
exceed
Federal Per Diem
Federal
Date Hour Min. m. Date Hour Min. m. Rate
Rate
1b 2b 3b 4b 5b 6b 7b
$ -
$ -
$ -
$ -
8b 9b 10b 11b $ -
$ -
$ -
$ -
$ -
TOTAL MEALS &
LODGING
$ 12 b
MILEAGE POINT TO
DATE y. RECORD OF TRANSPORTATION AND DUTIES PERFORMED
POINT *
Business purpose
statement:
13 14 15
* Show point-to-point breakdown, including intra-city mileage claims
Use an additional form or a "CONTINUATION SHEET," if additional space is needed.
13
Preparation of a State of Texas Travel Voucher
The State of Texas travel Voucher must be completed upon return from any travel that
is to be reimbursed. If a travel advance was taken out for this trip, the voucher must be
prepared, approved, and submitted to Travel within 30 days of return. Forms may be
purchased through Central Stores, or a Microsoft Excel document may be downloaded
from the UTD web page.
The Travel Voucher has both a front and a back. Please fill out and submit both.
Excel document has two worksheets labeled "FRONT" and "BACK". Submit the
original voucher to Travel at AD34, along with all related receipts.
Receipts are mandatory for rental car, lodging, and airfare expenses. The boarding
pass is sufficient for airfare expenses, and must be enclosed even if the travel was
booked through the University’s travel agency. If the above expenses are claimed and
no receipts are available, the traveler must furnish another form of proof of payment
(credit card statement, cancelled check, etc.) and a reason why the receipts were not
available. You must submit the original receipts whenever available; the department is
encouraged to make copies for their own records.
Do not hesitate to contact the Travel Coordinator if you have questions. You may
send email to travel@utdallas.edu, or call x2606.
Filling out the Travel Voucher - Front Page
The numbered items correspond to the boldly numbered cells on the sample travel
voucher. If you are using the Excel document, some of these cells will fill themselves in.
1. The total amount of the travel voucher.
2. The name and address of the traveler. This information is required even when the
check is to be picked up. UTD employees should list their mail station instead of a
physical address.
3. The traveler's title.
4. The traveler's designated headquarters (Richardson, or Dallas if part of the Callier
Center)
5. The traveler's UTD-ID number (or Social Security Number if not an employee).
6. The account number from which reimbursement will be paid. This should be the
same number as was submitted on the Travel Authorization form.
7. Date of departure (month/day/year).
8. Date of return (month/day/year).
9. Description of travel (conference, recruiting, etc.). Include the destination here as
well.
14
If the destination was within the state of Texas, fill in the cells labeled with an "a"
(10a, 11a, etc). If the destination was outside the state of Texas, fill in the cells
labeled with a "b".
10. Taxi, train, and/or bus fares. If receipts are not available, itemize the dates and
amounts of the charges on the back page of the voucher, in cells 18 and 19.
11. Airfare charges. If the travel was booked through the University’s travel agency, list
the fare here, but do not figure it into the total in cell 13. Include the boarding pass
with the voucher. Airfare may not be booked to an outside agency without the
permission of the Senior Vice President for Business Affairs.
12. Rental car charges. Only list the charges on the rental car receipt; incidental
expenses like parking and gasoline will be listed later. Remember to include the
receipt with the voucher.
13. The total of cells 10, 11 (when applicable), and 12.
14. Amount of personal car mileage. Official round-trip mileage to Love Field is 34
miles, and round-trip to DFW Airport is 53 miles. Contact us for official mileage to
other destinations in or near Texas.
15. The amount in cell 14, multiplied by $0.505.
16. Total meals and lodging claim. This value is figured on the back page of the
voucher.
17. Parking fees.
18. Any other expenses that do not fall into the above categories should be itemized
here. Examples include gas for rental cars, taxes on hotel rooms, and highway tolls.
If you need more space, list the total dollar amount here, and itemize the expenses
on the back page of the voucher. Use a continuation sheet if necessary.
19. The total amount of the charges itemized in cell 18.
Here ends the in-state/out-of-state division for the front page.
20. If a travel advance was taken out for this trip, enter the date on the check. If you
don't have a copy of the check as reference, use the date the check came to you.
21. The amount of the travel advance, if applicable.
22. The total of cells 13, 15, 16, 17, and 19.
23. Traveler's signature.
24. Date of traveler's signature
25. Supervisor's signature (or that of supervisor's designee, if applicable).
26. Date of supervisor's signature.
27. The name of the person Travel should contact with questions.
28. The phone number of the person listed in cell 27.
29. The name of the person who filled out the voucher.
Filling out the Travel Voucher - Back Page
15
The numbered items correspond to the boldly numbered cells on the sample travel
voucher. If you are using the Excel document, some of these cells will fill themselves in.
For in-state travel, use the cells labeled with an "a".
For out-of-state travel, use the cells labeled with a "b".
1. The date of departure.
2. Hour of departure.
3. Minute of departure, rounded to the nearest quarter-hour (:15, :30, :45, :00).
4. Part of day (am/pm).
For the purposes of the above, travel begins as soon as the person departs his/her home or office.
5. Daily meals allowance, if applicable. In Texas, this is $36. Outside Texas, visit the
Comptroller’s web page or contact Travel to find out the allowance for your
destination point.
6. Nightly lodging allowance. In Texas, this is $85 not including city or county tax.
Outside Texas, visit the Comptroller’s web page or contact Travel to find out the
allowance for your destination point. You must include your lodging receipts with
the travel voucher.
7. The total lodging and meals claim for that day. In Texas, this is not to exceed $121.
Fill out the above four cells, as applicable, for each day of travel.
8. Date of return.
9. Hour of return.
10. Minute of return, rounded to the nearest quarter-hour.
11. Part of day of return (am/pm).
12. Total meals and lodging claim. Copy this number to the front page, cell 16.
Here ends the in-state/out-of-state division for the back page.
13-15. State the business purpose of the trip at the top of cell 14. In addition, any
personal mileage and other expenses need to be itemized as appropriate in these fields.
If you need additional space, you may attach a second voucher or a Continuation sheet.
A Continuation sheet is included in the Excel document.
16
UNIVERSITY OF TEXAS AT DALLAS
Direct Bill Request - Hotel Room
TO: Hotel Name:
Fax Number:
FROM: The University of Texas at Dallas
Department Name:
Department Account #:
Authorized Signature:
Telephone/Fax Number:
UTD requests that you reserve a room and direct bill UTD (via invoice) for the following
guest:
Guest Name:
Dates of Stay: Number of Room Nights:
Relationship to UTD (circle one): Must be U.S. Citizen or Permanent Resident Alien
to use this form, otherwise use alien information collection form:
Employee Prospective Employee Student Independent Contractor
UTD will be responsible for (check one):
Room & City Tax Only Direct Bill All Charges
Room, City Tax & Meals Room, City Tax & Phone Calls
Other (Please Specify)
Hotel Confirmation #:
Room Rate:
Per Hotel Employee:
Phone Number:
NOTE TO HOTEL & DEPARTMENT: After confirming, fax this completed form to the UTD
requestor and to Procurement Management Travel at 972-883-2348. Any questions about UTD
Travel Policies should be directed to Pete Bond at 972-883-2300.
17
Filling Out the Hotel Direct Bill Request and
Hotel Occupancy Tax Exemption Forms
The Hotel Direct Bill Request Form
TO: Fill in the hotel name and fax number. This is so the hotel knows this request is
really for them, and didn’t get faxed to the wrong number.
FROM: Please take care to fill out all four blanks. The hotels with whom we have
direct-bill agreements will occasionally call to audit the validity of a random request;
there are far too many people brought in on UTD’s behalf for us to keep all those names
straight, so we confirm validity based on the account number and signature. (If your
authorized signatory has a particularly illegible signature, we recommend typing the
person’s name next to the signature for the hotel’s benefit.)
RELATIONSHIP TO UTD: We can *only* use our direct bill agreement if the guest is
one of these four possibilities. Current staff/faculty members cannot use it. If you need
to arrange a direct-bill agreement for a staff/faculty member, send an email to the
Travel Coordinator (travel@utdallas.edu) explaining your situation, and Procurement
Management will handle it on a case-by-case basis.
UTD WILL BE RESPONSIBLE FOR: In most cases, UTD is only responsible for the
room rate and city tax. If you will be absorbing any other charges, make sure to alert
the Travel Coordinator (travel@utdallas.edu) well in advance; not only will this help
prevent us from wrongly disputing the charges, but we’ll let you know if you need to
furnish any other documentation or approvals to “back up” your request.
HOTEL CONFIRMATION NUMBER: If you’re making the arrangements over the
phone first and *then* faxing them the Direct Bill Agreement, you’ll fill this out with the
information they provide. If you are faxing it over first, they should fill it out and fax it
back to you as per the instructions on the bottom.
NOTE TO HOTEL AND DEPARTMENT: Please send us a copy after you’ve faxed it to
the hotel, because the folks at the hotel don’t always notice that we ask *them* to send
us a copy too. We need to get a copy from *somewhere* to match up with the bill if the
hotel wants to get paid (and if UTD wants to keep making direct-bill agreements).
The Hotel Occupancy Tax Exemption Form
The person staying at the hotel in question signs the form. That’s it!
18
EXHIBIT B14
STUDENT/TEAM/GROUP/ TRAVEL AUTHORIZATION
GROUP NAME:
SPONSOR: CELL PHONE NO.
DATES OF TRAVEL:
PURPOSE OF TRAVEL:
MODE OF TRANSPORTATION:
DRIVERS:
HOTEL NAME/LOCATION:
HOTEL PHONE NO.
APPROXIMATE GROUP COST FOR:
TRANSPORTATION__________LODGING_________MEALS_________OTHER__________
TEAM MEMBERS [INCLUDING SPONSOR(S)]: (attach separate sheet if necessary)
N NAME TITLE/AFFILIATION
1 O
.
2
.
3
.
4
.
5
.
6
.
7
.
“By signing below, I affirm that, if UTD students are among the group traveling, the Student Travel/Off-
Campus Activity Checklist has been completed and all applicable University procedures related to
student travel will be followed.”
SIGNATURE OF AUTHORIZED SPONSOR (RUO):
ACCOUNT #:
EMPLOYEE W/SIGNATURE AUTHORITY
NOTE: Attach completed checklist (Exhibit B14-A). Questions related to travel policies at UTD should be
directed to Pete Bond or Trudy Muller at 972 883-2300.
IF TRAVEL IS TO A FOREIGN COUNTRY, THIS FORM MUST BE APPROVED BY THE PRESIDENT.
President Date Rev. 11/02
19
Filling Out the Student/Team/Group Travel Authorization
This form needs to be filled out any time students are traveling. Most of the time, students travel as part
of teams or groups (athletics, chess/debate teams, field trips), and this form saves time over filling out a
separate Travel Authorization for each one.
GROUP NAME: Should be self-explanatory.
SPONSOR/CELL PHONE #: UTD students should not be traveling without an attendant member of
UTD’s faculty or staff. List the “chaperone” here, as well as their contact info.
DATES/PURPOSE OF TRAVEL: Remember that you should have this form completed, signed, and
submitted to Procurement Management before you travel!
MODE OF TRANSPORTATION: Indicate here whether you are renting a vehicle, borrowing a
University vehicle, flying, whatever.
DRIVERS: If you’re renting a vehicle or using a University vehicle, list the names of everyone who will
be driving. Please be aware of any requirements the University or rental car agency might have
regarding who is considered an eligible driver; that information should be furnished to you when you
make those arrangements.
HOTEL NAME/LOCATION/PHONE NUMBER: Self-explanatory. Do make sure you bring a copy of
our Hotel Occupancy Tax Exemption form if you’re traveling within the state of Texas. (We’re not
exempt from any taxes in other states.)
APPROXIMATE GROUP COST FOR: Since you’ll need to book your transportation and hotel in
advance, it should be easy to give estimates for those values. For meals, simply multiply the number of
travelers by the number of days, then multiply that number by the meal per-diem allowance for your
destination (in Texas, it’s $36/day; outside Texas, contact travel@utdallas.edu).
TEAM MEMBERS: Remember to list everybody who’s going on the trip, not just the students!
SIGNATURE OF AUTHORIZED SPONSOR (RUO): “RUO” is short for “Responsible University
Official”. This is the person in charge of the trip, and thus responsible for making sure the trip is in
compliance with all of UTD’s policy regarding travel and student travel. Usually this is the coach or
professor.
ACCOUNT #: The six-digit UTD account number to which this trip will be charged.
EMPLOYEE W/SIGNATURE AUTHORITY: If the RUO does not have signature authority over the
account being charged, or doesn’t have enough signature authority to cover the trip, someone else who
does will need to countersign the Authorization.
If travel is within the United States, or to Canada or Mexico, this form is complete. Collect and route supporting
documentation as required by the checklist on the next page, then attach the checklist to the Authorization and send
both forms directly to Procurement Management, AD34.
If travel is to a destination outside the three aforementioned countries, the Authorization and checklist must first be
routed to the President’s Office, AD22, for approval. The President’s staff will then forward the Authorization and
checklist to the Travel Coordinator.
20
STUDENT TRAVEL/OFF-CAMPUS ACTIVITY CHECKLIST
1. RESPONSIBLE UNIVERSITY OFFICIAL/SPONSOR (RUO) :
2. RUO’S SUPERVISOR:
3. REQUIRED PAPERWORK:
□ Assessment/Health and Safety (Review Administrative Policies and Procedures, B2-170.0 at
http://www.utdallas.edu/utdgeneral/business/admin_manual/travel.htm)
□ Release and Indemnity Agreement/Custodian:
□ Medical Information and Release Form/Custodian:
□ Student/Team/Group Travel Authorization Form (Exhibit B14 or E-form)
□ IF TRAVEL TO FOREIGN COUNTRY, Foreign Travel Indemnification Form (minor participants
or adult participants, Exhibits B4-D/B4-E) must be completed and Student/Group/Team Travel
Authorization Form (Exhibit 14) must be signed by the President.
□ Copy of this Checklist and Travel Authorization forwarded to Procurement Management (retain the
Release and Indemnity Forms in Unit)
□ Copies of Travel Authorization to Chief of Police (copy Assistant Vice President and Dean of
Students if Student Affairs Activity)
□ Medical Insurance for Overnight Travel (UICI – 972-233-8200)
□ Drivers Certified by UTD Safety Office
□ Proof of Insurance in Motor Vehicle and Inspection Certification Affixed (will be verified prior to
departure)
□ Cellular Phone
□ Access to Medical/Emergency Personnel
□ Credit Cards or Cash Advance/Custodian:
SIGNATURE OF AUTHORIZED SPONSOR (RUO):
This checklist must be completed and attached to the STUDENT/TEAM/GROUP TRAVEL
AUTHORIZATION prior to travel and forwarded to Procurement Management.
Rev. 11/02
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Filling Out the Team/Group/Student Travel Disbursement Register
This form must be used whenever student travelers receive a cash meal allowance instead of the
sponsor being present to purchase meals on their behalf.
GROUP NAME/SPONSOR NAME/DATES OF TRAVEL: Should be self-explanatory.
TRAVEL ADVANCE AMOUNT: Sponsors often take out travel advances and cash the check to use
as the meal allowance “pool”. If this is the case, indicate the amount here.
The rest of the form is used to indicate precisely who received how much money when. You may use
one of these forms for each day of the trip, doling money out every morning, or opt instead to give
every student their entire trip’s allowance at the beginning of the trip. There are advantages and
disadvantages to both approaches.
Include this form with your Travel Voucher, especially if you took out a travel advance.
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THE UNIVERSITY OF TEXAS AT DALLAS
EMPLOYEE/ INDEPENDENT CONTRACTOR CLASSIFICATION CHECKLIST
Provider Name Social Security Number
Mailing Address
Completed by Ext. Mail Stop
The information provided below will assist the University in determining whether the individual performing the services
will be classified as an employee of the University or as an independent contractor. These questions are intended as a
guide in making this classification. Further evaluation may be requested based on specific individual circumstances.
I. Relationship with the University YES NO
A. Does this individual currently work for the University as an employee?
B. Is it currently expected that the University will hire this individual as an
employee immediately following the termination of these services?
C. During the 12 months prior, did the individual work as a University employee?
If the answer is “No” to all questions, proceed to the questions in section II.
If the answer is “Yes” to any of the questions, the individual should be classified as an employee.
II. Classification Guidelines (Complete only A, B, or C depending on the services performed.)
A. Teacher / Lecturer / Instructor
1. Is the individual a “guest” lecturer (e.g. an individual who lectures at only
a few class sessions)?
2. Has the individual been at the institution in this capacity fewer than 4 times
in the last 12 months?
If the answers to questions 1 and 2 are “Yes”, treat the individual as an independent contractor.
If the answer to either question is “No”, proceed to question 3.
3. Is the individual teaching a course for which students will receive credit
toward a University degree?
If the answer to question 3 is “Yes”, treat the individual as an employee.
If the answer to question 3 is “No”, proceed to question 4.
4. Has the individual provided the same or similar services to other unrelated
entities in the last 12 months?
5. Does the University have any control over course materials that are used
by the individual?
If the answer to question 4 is “Yes” AND the answer to question 5 is “No”, treat the individual as an independent contractor.
Otherwise, treat the individual as an employee.
B. Researcher
1. Will the individual perform research under the supervision of a University
professor or employee?
2. Will the individual serve in an advisory or consulting capacity with a
University professor or employee?
If the answer to question 1 is “Yes”, treat the individual as an employee.
If the answer to question 2 is “Yes”, treat the individual as an independent contractor.
C. Individuals not covered under Sections A or B
1. Has the individual provided the same or similar services to other entities or
to the general public as part of a trade or business during the last 12 months?
2. Will the department provide the individual with specific instructions regarding
performance of the requred work rather than rely on the individual’s expertise?
3. Can the University set the number of hours and/or days of the week that the
individual is required to work, as opposed to allowing the individual to set
his/her own work schedule?
If the answer to question 1 is “Yes” and the answer to question 3 is “No”, treat the individual as an independent contractor.
If the answer to questions 2 or 3 is “Yes”, treat the individual as an employee.
Check here:
Employee (Additional forms required: See HRMS Manual Chapter 4.02 – New Hire)
Independent Contractor (Additional forms required: Authorization for Professional Services, State of Texas Purchase
Voucher, if applicable)
REVIEWED BY TAX COMPLIANCE OFFICER:
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Filling out the Authorization for Professional Services (AFPS)
1. First, determine whether an AFPS is necessary by completing the Employee/Independent
Contractor Classification Checklist (p. 20). Depending on what you expect from your service
provider, UTD may consider him/her an employee instead, in which case you’ll need to
complete paperwork for Human Resources to hire him/her.
2. The first box is personal information on the service provider. When possible or applicable,
“title” and “organization” refer to the service provider’s normal work away from UTD.
3. If the person you wish to bring in is a U.S. citizen or Resident Alien, all you need to do is check
the “Yes” box. If the answer is “No”, there are some other forms you’ll need to fill out to ensure
that any due income tax is properly withheld and reported. Contact the Tax Compliance officer
(currently David Maldonado, x6148) for the requisite forms and instructions.
4. EMPLOYMENT STATUS: Most people will probably be “non-state”. If your service provider is
a Federal employee, we need to make note of it but don’t need to do anything else. If your
department is bringing in another UTD employee, list their usual department and obtain the
signature of his/her immediate supervisor. If you need someone who works elsewhere in the
UT system or for another state agency, you’ll need to list their employer *and* get the approval
of the President or other agency head.
5. NATURE OF SERVICES TO BE PROVIDED: Put an “X” in the blank which best describes the
nature of service you’re seeking, then give more details in the “Description of Services” blank.
Don’t forget about the “Qualifications” blank – this is where you justify paying for a
professional instead of simply increasing the workload of one of your current employees.
6. NEPOTISM STATEMENT: You’re required by law to indicate if your professional is related to
*anyone* at UTD or on the Board of Regents. Fear not; such blood-ties are rarely a problem,
especially if the person’s qualifications are clearly documented.
7. PROPOSED PAYMENT: The left column is all information on which account we’ll be charging when we
write the check, and whom we should contact if something on the form is unclear. The right column is
where you delineate the nature of your provider’s fee. They may choose not to itemize their travel
expenses and simply roll their estimated travel costs into one flat fee. That’s fine; in that case, all you’ll
complete is the “Fee Only” line. If they ask you to make their flight or hotel arrangements for them, write
down the amount quoted you by Carlson Wagonlit or the hotel.
8. GROSS-UP THIS PAYMENT? Very rarely is this ever “Yes”. What “grossing-up” means is that your
department wants this person to receive the totaled dollar amount as their net pay, after taxes have been
taken out. This means the actual dollar amount charged to your department would be higher. Since the
United States doesn’t require that taxes be taken out (instead, it’s the payee’s responsibility to report
everything and pay what’s due), this option is most frequently used when bringing in professionals from
other countries.
9. Ignore the two dark grey boxes.
10. TO BE COMPLETED BY PROVIDER: The provider signs his/her agreement to do what you’re wanting
him/her to do. Also, if s/he charges travel expenses but provides sufficient documentation of his/her
expenses, we don’t need to report that part of his payment on a 1099.
11. Route the document for signatures, as detailed in the following policy memorandum.
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WORKING CHECKLIST FOR PROCESSING PAYMENT OF PROFESSIONAL SERVICES
(Policy Memorandum 96-I.3-74, IV, V, VI & VII)
1. If the professional service provider (formerly called consultant) is an employee of another
State of Texas agency or institution of higher learning, but will be reimbursed only for the
allowable travel expenses, an Authorization for Professional Services form is not required.
Only the University’s travel voucher should be used in these cases.
2. If the professional service provider is not an employee of the State of Texas, the following
steps must be followed:
A. Department fills out Authorization for Professional Services form and acquires the
Department/Unit Head’s signature.
B. Department completes the Employee/Independent Contractor Classification Checklist
form.
C. If the professional service provider is not a U.S. Citizen, a Texas Application for Payee
Identification Number (PIN) form needs to be filled out in order to obtain a vendor ID
number. The department can complete this form; the professional service provider’s
signature is not required.
D. If the professional service provider is a non-resident alien, then submit a copy of the
Visa card and I-94 with the Payee Information Form.
E. Department sends the form to the Tax Compliance Officer (currently David Maldonado,
AD10), who will review it for determination of special tax situations and/or employee
vs. independent contractor status.
F. The Tax Compliance Officer then approves it and sends it to the Vice President for
Procurement Management (currently Pete Bond, AD34) for approval.
G. Upon receipt of all approvals, Department prepares the State of Texas Purchase
Voucher for payment, and obtains the professional service provider’s signature on the
Authorization for Professional Services form after the services have been performed.
H. Department forwards the entire package to Procurement Management for processing of
payment. The check will be mailed to the professional services provider in
approximately 30 days.
3. If the professional service provider is an employee of a State of Texas agency or institution of
higher learning, and will be paid a consultant’s fee, the following steps must be completed
immediately after receiving the VP for Procurement’s approval (between steps F and G of the
above list):
A. The VP for Procurement forwards the Authorization for Professional Services form to
the President of the institution or agency with which the professional services provider
is affiliated, with a cover letter asking for approval.
B. Upon receipt of that approval, the affiliated agency or institution forwards the entire
package back to the originating department.
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