**For after hours emergency travel agency assistance, please call 1-800-795-9005.**
The UHCL Travel Group has been in operation since October 1997 and was established
to provide UHCL employees with efficient and improved travel services. We take care
of most of your business travel needs, from reservations to reimbursement. The following
information is provided as a resource to UHCL business travelers. This site contains
documents on travel policies, latest travel news, contracted travel vendors, forms,
and links to outside sources of travel information.
Important to Know Before You Travel ***see UHCL Travel Guidelines***
When traveling on University business, you will most likely spend money on airfare,
hotels, meals, and other incidental items, such as business phone calls, and cab fares.
Subject to your department's approval, the University will reimburse you for some
of these expenses. However, for others it will not. Examples of some of the non-reimbursable
items would include:
- Meals for non-overnight travel
- Any tips exceeding 20%; tips are limited to 20%
- Pay TV and video rentals
- Personal entertainment such as attending a professional sports event
- Personal phone calls
- Health club fees
- Domestic car rental collision and damage waiver (CDW) insurance
- Personal injury (PI) insurance coverage.
The Traveler should assume that any item not specifically addressed in the Texas Travel
Allowance Guide is not allowed as a University travel expense. You should be familiar
enough with the Travel Policy to be aware of what can and what cannot be reimbursed.
Note: Individual units (e.g. schools, departments, institutes, divisions) have budgetary
oversight for travel expenditures and therefore may establish travel procedures which
reduce allowable expenses to a level below that available through the University policy.
Office of Sponsored Programs (OSP) may also require a greater degree of documentation
for expenses than the University policy. Therefore prior to taking a trip, travelers
should consult with the Travel Office for documentation requirements.
*Please note: Expense reports must be submitted within 60 days of trip completion. The IRS requires that travel reimbursements must be submitted within sixty days of
completion of the travel or it becomes taxable income to the employee. The taxable
amount will be forwarded to Human Resources to be included on the traveler's W-2.
This does not apply to blanket mileage.
If 50% or more trip days are primarily personal vs. business, traveler will not be
reimbursed for domestic travel to/from destination.
Mileage Reimbursement Rates
54 cents January 1, 2016- December 31, 2016
53.5 cents beginning January 1, 2017
Local Blanket Mileage Coverage Area
Effective November 1, 2013 all Travel related documents will be accepted via campus
mail or scanned through email to the Travel office email account.
Travel Authorization/Foreign Travel Authorization and all supporting documentation Expense
Report and receipts (employees or department should retain the originals of any scanned/emailed
receipts until final, correct payment is received (approx. 60 days) and then shred.
When emailing expense reports, send with subject title T# and name of traveler - Expense
Report and Travel Overage Approval. The Travel Office will furnish the Hotel Credit
Card Agreement form when hotel card is picked up. Please note: Hotel cards must still be picked up at the Travel Office at NOA II (North
Office Annex II).