Travel - University of Houston
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Travel

  • Please submit all travel documents for all  upcoming business/academic trips to the EAS Requests Ticketing System.
    • First time travelers must be entered into the UH system as vendors and CONCUR travelers prior to submitting a travel request.
      • Vendor ID forms may be found here http://www.uh.edu/vendor/#Forms.
      • Please contact Laura Bell with any questions regarding your status as a vendor and CONCUR traveler.
    • Travel that takes place without a prior travel request will no longer be reimbursed.  The following deadlines are applicable for all employees, prospective employees, students, and university guests.
      • Domestic travel requires travel requests be submitted at least  3 weeks in advance.
      • Group travel requires all travel requests be submitted at least  2 months in advance.
      • Foreign travel requires travel requests be submitted at least  6 weeks in advance, and the following items are required:
        1. Foreign Travel Specific Statement Addendum
        2. Travel Request
        3. Export Control and Travel Embargo Form
        4. Paid economy class airfare

Airfare

  • All airfare purchased or reimbursed by the department must be economy class.
  • Airfare that includes personal travel dates cannot by purchased directly by the department.
  • All airfare purchased or reimbursed using federal grants must use a US carrier.  If a US carrier is not available, see the Fly America Act form.

Travel Reimbursements (Non-Overnight and Overnight)

  • Only 1 travel reimbursement per trip is allowed.
  • Submit all receipts no later than 45 days after returning from your trip. Late receipts will not be reimbursed.
  • Please note non-overnight travelers may receive reimbursement for mileage, tolls, and parking. No food or drinks will be reimbursed for non-overnight travel.
  • Vacation Packages: Avoid purchasing vacation packages from Travelocity, Priceline, etc. which combines hotel, airfare, rental car, etc. since prices are not itemized and will not be accepted by Accounts Payable.

T-Card

  • Only airfare may be purchased using the Department T-Card. Hotel reservations and other travel costs will be reimbursed once the appropriate receipts are received.
  • For UH employees ONLY, please speak with Laura Bell directly if you are interested in using a multi-user T-Card during your travel.

Conferences

  • Travelers are allowed a 1-day stay before and after conference dates at destination city. A brief explanation is needed if your stay is longer.

Car Rental

  • Enterprise or Avis are preferred vendors.  UH has contracts with them for lower rates.  All business related car rentals should be placed with either Avis or Enterprise, and car rentals with another company will only be permissible if neither Avis nor Enterprise is available in your location.
  • In order to secure the State of Texas discounted rate, be sure to include the following information when making your reservation:
  • Avis
    • ID – F999730
  • Enterprise
    • ID – TX730
  • The Motor Vehicle Rental Tax Exemption that should be given to the rental company can be found at http://www.uh.edu/finance/pages/tax_doc.htm.
  • Please note that the above information is only to be used when booking a rental car for UH related business travel. These discounted rates may not be applied towards personal travel. For UH employee perks, including personal discounts on car rentals, please visit http://www.uh.edu/work-life/employee-perks/employee-discount-program/.

Drivers – Department Vehicles (Employees Only), Field Trip/Field Camp

  • EAS employees who drive a department vehicle must complete and submit an MVR form and driving test. Please contact Laura Bell for more information and to confirm updated qualifications.
  • Field Trip/Field Camp drivers must meet with Laura Bell at least one week prior to travel in order to confirm driver status and that all necessary paperwork has been submitted properly.

Provost's Faculty Travel Fund

Student Travel Fund

The EAS Student Travel Award is designed to help graduate students in the Department of Earth and Atmospheric Sciences enhance their professional development and increase the visibility of EAS at international meetings. The maximum amount awarded to a student is set at $1000.00 per fiscal year.

Eligibility: 

1) Students must be currently enrolled in MS or PhD degree programs in Geology, Geophysics, or Atmospheric Science
2) Students can apply for more than one travel per year, provided that overall expenses will not surpass $1000.00 per fiscal year.
3) The award is not intended to replace support for student travel from existing sources (e.g., contracts and grants)
4) Students must apply for a specific conference and if they do not attend that specific conference, then they must reapply
5) Qualifying conferences are those with substantial attendance of international audience to ensure international visibility of EAS research. Conferences include regular or annual meetings of a national professional society or international congresses.
6) Conference presentations should be competitive entry
7) Students need to present at conferences as primary author and the student must apply for an oral presentation. The student would still be eligible for an EAS Student Travel Award, in case the conference committee decides on a different presentation form

Application Process and Deadlines:

The application should be submitted as one single pdf file and contain the following information:

1) Pertinent information about the travel according to the following form Student Travel Fund Application

2) Abstract 
3) Confirmation of abstract acceptance
4) Justification how attending the meeting would be beneficial

All applications will be reviewed by the EAS Student Travel Award Committee and the EAS Department Chair. The internal review and the subsequent travel request processing for approved travel awards requires that full applications need to submitted at least 5 weeks for domestic travel and at least 8 weeks for international travel prior the first day of travel. 

Forms

Domestic/Local Foreign/International Group Travel Miscellaneous Forms