1. Guidelines Update: TRAVEL
Financial Representative Meeting (FAR)
July 18, 2018
Sheri Hardison, Interim Associate Vice President for Financial Affairs & Controller
Office of Financial Affairs (

2. Overview Business/First Class Travel
Travel Reimbursement Guideline Changes
Travel Authorization Guideline Changes
Financial Affairs
Office of the Controller

3. Business/First Class Travel
New guidelines for allowability and approval
Financial Management Operational Guideline (FMOG) Travel Reimbursement Section H.5.a (details)
FMOG Travel Authorization Section B (reference only)
UT System Policy UTS191 Travel Guidance for Presidents and Their Spouses
Financial Affairs
Office of the Controller
Office of the Controller

4. Business/First Class Travel
All other staff/faculty
Steward university resources through economic travel
No need to sacrifice basic travel needs
Assigned economy-class seat
Carry-on baggage storage
Airfare Class Approval Form required for first/business class travel
Financial Affairs
Office of the Controller

5. Airfare Class Approval Form
Gift funds or specifically allowable funding source
Single travel leg flight time greater than five hours
Lowest available fare requires unreasonable travel time
No other ticket available and trip was reasonably pre- planned
State and federal funds more restrictive
Medical or physical limitations documented by physician
No lower fare reasonably available
Financial Affairs
Office of the Controller

6. Airfare Class Approval Form
Approved form to be attached to Travel Authorization and Expense Report
Approvals required
Provost – Academic Affairs faculty/staff
Vice President – all other faculty/staff
President or approved designee – all Vice Presidents
Financial Affairs
Office of the Controller

7. AIRFARE CLASS APPROVAL FORM
Financial Affairs
Office of the Controller

8. Travel Reimbursement Guideline Changes
Added - Section 5.H.a Fare Class Restrictions
Added – Section R Trips Including Personal Travel
UTSA pays for only business travel expenses
CLIBA card cannot be used for any personal travel expenses
Financial Affairs
Office of the Controller

9. Travel Reimbursement Guideline Changes
Added – Section R Trips Including Personal Travel (cont’d)
If trip includes personal and business, exclude personal expenses from TA
Clearly exclude personal expenses on Expense Report
Example – Calculate airfare with and without personal travel at time of purchase; Expense the amount without personal travel
Financial Affairs
Office of the Controller

10. Travel Reimbursement Guideline Changes
Added – Section S Spousal Travel
Only reimbursable with business purpose
Must follow UT System Policy UTS120
For non-Presidential spouse, prior written approval from President required
Usually taxable to employee unless spouse fulfills specific job role
Financial Affairs
Office of the Controller

11. Travel Reimbursement Guideline Changes
Revised – Section H.5
Reasonable fees from airline will be reimbursed
Baggage charge
Fee to obtain assigned seat
Not eligible for reimbursement
Priority boarding status fees
Financial Affairs
Office of the Controller

12. Travel Authorization Guideline Changes (Coming Soon)
Section B – added reference to Travel Reimbursement for fare class restriction details
Added – section D International Travel
Registration with International SOS
Financial Affairs
Office of the Controller

13. Travel Authorization Guideline Changes (Coming Soon)
Added – section E Washington DC Travel Considerations
Required notification to Texas Office of State- Federal Relations for:
Activities involving spending/obtaining federal funds
Activities that impact federal policy
Include timing, purpose and contact person
Financial Affairs
Office of the Controller

14. Other Travel Changes
UT System updated UTS190 International Travel Policy
Uses US State Department advisory system
Each country has advisory level from 1 – 4
Read policy for full details -
international-travel-policy
Financial Affairs
Office of the Controller

15. QUESTIONS
Financial Affairs
Office of the Controller

16. Your partner for successful solutions
Thank you!
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Office of Financial Affairs