Key Updates to Travel MAPPs


On February 7, 2012, President Khator approved changes to the UH travel policies (MAPPs). The following updates apply to both MAPP 04.02.01A, Travel Paid from State Appropriated Funds, and MAPP 04.02.01B, Travel Paid from Local Funds, unless indicated otherwise. Most of the updates were already in effect due to a directive from the President or to comply with state or federal law. Accounts Payable will begin reviewing vouchers for all of these requirements for trips that begin on or after March 9, 2012.

Export Control and Travel Embargo Form
• Must be completed for all employee travel outside the US, regardless of funds.
• Route with Travel Request.
• Attach to voucher or Travel Card backup.

Fly America Act
• Airfare paid with federal funds must use US air carriers.
• Exceptions must be documented on the Fly America Act Waiver Checklist.
• Attach Fly America Waiver Checklist, if needed, to voucher or Travel Card backup.

Travel Request
• Now includes dates of intended reimbursement in addition to dates of travel, which may be different if the traveler is planning to take personal days during the trip.
• Attach conference announcement or provide link to conference web site, if applicable.
• For foreign travel, include a specific statement on the Travel Request or attachment that describes the need for the trip and the benefit or expected benefit for the university, which will be approved by the appropriate VP (VPs must approve foreign travel).
• Complete a Travel Request for university guests to verify department pre-approval of this expense (university guest travel is only allowed on local funds). Reimbursement will continue to be on a regular (PCC 9) voucher using account 56137.

Meals and Lodging Expenses – State Funds Only
• Itemized receipts required for all meals and lodging (already required for lodging).
• Meals and lodging separately cannot exceed federal per diem rates for destinations within the continental US (48 contiguous states).
• Meals and lodging combined cannot exceed federal per diem rates for destinations outside the continental US or $350 per day, which is greater.
• If meal receipts are not available at a remote location outside the US, the traveler must provide an itemized list of meal expenses and an explanation.
• Lodging must be in a commercial lodging establishment to be paid or reimbursed.
• Federal per diem rates

Meals and Lodging Expenses – Local Funds Only
• Itemized receipts required for all meals and lodging (already required for lodging).
• Meals and lodging combined cannot exceed $220 per day for travel within Texas.
• Meals and lodging combined cannot exceed $325 per day for travel outside of Texas but within the continental US (48 contiguous states).
• Meals and lodging combined cannot exceed the federal per diem rates for destinations outside the continental US or $350 per day, which is greater.
• If meal receipts are not available at a remote location outside the US, the traveler must provide an itemized list of meal expenses and an explanation.
• Non-overnight meals are not allowed for employees (not new) but are allowed for prospective employees, students, and university guests with itemized receipts (new).
• Alcoholic beverages, if allowed by the department, cannot be consumed during normal business hours and cannot be charged to tuition, sponsored project, federal indirect cost, or Athletic cost centers. Alcohol must be itemized and charged to account 53113.
• Lodging must be in a commercial lodging establishment to be paid or reimbursed.
• Federal per diem rates

Coach Airfare
• All airfare must be purchased at the lowest price available (i.e., coach class).
• No cost upgrades to business class or first class airfare are acceptable, as long as the airfare receipt provided by the airline or travel agency clearly indicates that there is no additional cost for the upgrade.

Other Post-Trip Travel Documentation for Vouchers
• Non-foreign travel: Attach daily itinerary of meetings or conference program.
• Foreign travel: Attach a copy of the agenda and post-trip report that was submitted to the appropriate VP with the trip’s activities and meetings, including those attending, and how the trip was beneficial to UH. Conference programs and other documentation should be attached in support of the statement.

Travel Reimbursement Deadline and Processing
• Per IRS regulations, travelers must submit all receipts and other supporting documentation required to the department business office no later than 60 days following the trip.
• Requests for reimbursement of non-overnight transportation (only allowed on local funds) may be accumulated over time but must be submitted to the department business office no later than one calendar year after the earliest expense. Non-overnight transportation is paid on a regular (PCC 9) voucher with account 54807.
• If documentation is submitted to the business office after the above deadlines, the appropriate VP must approve and the reimbursement will be considered taxable income to the payee. The voucher is routed through workflow to the Tax Department with the Taxable Payments or Reimbursements to Employees Form attached.
• No more than one voucher may be processed for each business trip to avoid duplicate reimbursements.

Travel Account Updates
• The following accounts should be used for meals and lodging on both state and local funds:
• Account 56105, Texas Meals and Lodging (for employee overnight travel within Texas)
• Account 56113, Out of State Meals and Lodging (for employee overnight travel outside of Texas to other US destinations, Canada, and Mexico)

• Effective immediately, please discontinue using the following accounts for meals and lodging, which are scheduled to be inactivated at the end of FY12:

• Account 56103, Texas Actual Meals and Lodging (intended for state legislators and others who do not adhere to a per diem cap)
• Account 56111, Out of State Actual Meals and Lodging (intended for state legislators and others who do not adhere to a per diem cap)