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) |
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