DOMESTIC BUSINESS TRAVEL

Approval for Domestic Business Travel

Domestic business travel is defined as travel by university employees or prospective employees to and from locations within the United States, Canada, or Mexico. It does not include local transportation costs incurred by an employee in the greater Houston area, such as inner-city mileage, tolls, or parking that is unrelated to an out-of-town trip. Prior to the trip, all domestic business travel must be approved on a Travel Request form by the employee's supervisor or the unit head for prospective employees. Local transportation costs do not require a Travel Request form.

Arrangements for Lodging and Expenses

Texas Building and Procurement Commission (TBPC) maintains a list of contracted hotels and rates on its Web site: http://www.tbpc.state.tx.us/hotel/. When traveling within the U.S. and travel expenses will be paid/reimbursed with state appropriated funds, the traveler must use one of these hotels, unless one of the exceptions on the Travel Exception Certification Form (Addendum B, MAPP 4.02.01A) applies. When travel is paid/reimbursed with local funds, travelers are not required to use state contracted hotels.

Rental Cars

The TBPC has contracts with the following rental car companies through December 31, 2002: Advantage, Avis, and Enterprise. When traveling within the U.S. and travel expenses will be paid/reimbursed with state-appropriated funds, the traveler must use one of these rental car companies, unless one of the exceptions on the Travel Exception Certification Form applies. When travel is paid/reimbursed with local funds, travelers are not required to use a state contracted rental car company.

When a contracted rental car is used, loss/damage/waiver (LDW) and liability insurance coverage are included in the contracted rate. When a noncontracted rental car is used, the traveler should purchase LDW coverage. The traveler also may need to purchase liability insurance coverage if his/her personal liability insurance does not extend to rental cars.

Illness

Illnesses that are not a result of work activities are covered by the university's sick leave program and employees' medical insurance program. In cases where the illness occurs during foreign travel, the university's medical insurance with BlueCross/BlueShield of Texas will offer limited coverage in accordance with out-of-network benefits.

Out-of-Network Domestic

If your health care plan is BlueCross/BlueShield of Texas, HealthSelect, your schedule of reimbursements for various health care services while in domestic travel are those benefits available in the out-of-area networks. The plan becomes a standard indemnity insurance program with a $200 individual deductible and 80/20 coinsurances for benefits. If you choose BCBSTX providers (known as ParPlan providers), you will not need to file claims. ParPlan Providers have agreed to accept the BCBSTX allowable amount as payment in full, which keeps your out-of-pocket costs down. You may request a ParPlan directory by calling 800.942.5270.

If your health care plan is HealthSelect-Plus (HMO) of Texas, no benefits are paid for health care services to providers who have not contracted with HealthSelect-Plus or for service provided outside the HealthSelect-Plus service areas, except for emergency care. Employees with BlueCross/BlueShield HMO on Domestic Travel should use Emergency Room services for all medical treatment whenever possible.

If your health care plan is HealthSelect-Plus (HMO) of Texas, no benefits are paid for health care services by providers who have not contracted with HealthSelect-Plus or for service provided outside the HealthSelect-Plus service areas, except for emergency care.

Workers Compensation

Worker's Compensation provides benefits to all employees, including foreign travel, if a person becomes ill or injured as a result of work activities while the employee is in the course and scope of employment (i.e., side trips to shop, sightsee, or eat are not in the course and scope of work duties). Worker's Compensation pays medical expenses and will indemnify employees for lost wages up to a maximum of $536/week. The traveler should obtain necessary medical treatment and notify the university's Environmental Health and Risk Management Department at 713.743.5858 as soon as possible after the injury, preferably within 24 hours. The employee will be assisted with the submission of the Worker's Compensation claim. If the medical care provider needs immediate insurance information, the employee may use jis/her group medical insurance card. In such a case, the Environmental Health and Risk Management Department should be informed so benefits coordination can be arranged.

Death and Dismemberment Insurance

The university has purchased a business travel insurance policy that covers all employees who work at least 30 hours per week (adjunct faculty are excluded). This policy provides payment in the event of accidents. The benefit for death, loss of two or more limbs, paralysis of arms and legs (quadriplegia), or loss of speech and hearing is five times salary, subject to a maximum of $250,000 (principal sum). An accident resulting in loss of one limb, paralysis of arms and legs on one side, loss of speech or hearing will pay ½ of the principal sum. Loss of a thumb and index finger of the same hand pays ¼ of the principal sum. In the event several people are involved in the same accident, there is a $2,500,000 limit for each accident.

An assignment over 60 days is not covered because it is considered a "permanent assignment," not business travel.

The Environmental Health and Risk Management Department should be contacted as soon as possible for claim reporting instructions.

Student Insurance

The university does not purchase insurance for students. Students should verify that their personal insurance coverage is adequate for their needs. Most students are insured through their parents' or their employer's group medical insurance program. The university also offers a student health insurance program. For more information, students should contact the university's Division of Student Affairs student health insurance office at 713.743.5137.