Travel Policies and Procedures UTD Procurement Management What this session will cover Overview of the Travel Department and its duties Contact information for the Travel Department Policies and procedures that will affect you as you travel on UTD business
UTD Procurement Management
Trudy Muller is UTD’s Travel Coordinator, and can be reached by any of the following methods:
Phone: extension 2606
Fax: extension 2348
Campus Mail: stop AD34
E-mail sent to the above address is also monitored by Pete Bond, Asst VP of Procurement Management.
Many of the travel-related documents you will use are available through UTD’s e-forms website:
Travel Authorization:Must be filled out, signed, approved, and sent to Travel at AD34 *prior* to travel. This form demonstrates that UTD is aware and approves of your trip.
Request for President’s Approval of State Employees Traveling to Foreign Countries:Must be filled out for each trip outside the USA/Canada/Mexico, regardless of the source of funds. Send it to Peggy Zotter at AD24; she will forward it to the President’s Office for approval, and then to Travel.
Report of State Agency Travel to Washington, DC:Everyone at UTD is an agent of the State of Texas, and Texas’s Office of State-Federal Relations needs to report every time a State agent travels to Washington, D.C., and why they are making the trip.
Promissory Note/Voucher: People who cannot acquire a Travel Card, or who do not travel often enough for a Travel Card to be worthwhile, can request a sum of money approximating their anticipated travel expenses, paid in advance via an Accounts Payable check or direct deposit.
Travel Voucher:Filled out upon return. Details all business-related expenditures incurred on the trip. Must include original receipts.
Procurement Management website: http://www.utdallas.edu/utdgeneral/business/procure/
TCS E-forms website: http://www.utdallas.edu/ir/tcs/eforms/
GSC Travel Contracts Page (hotel, airfare, and rental car info): http://www.tbpc.state.tx.us/travel/
Comptroller’s out-of-state per diem rates (all one line): http://www.window.state.tx.us/comptrol/san/travel/out_of_state/ mealrates.htm
Thanks for your attention. Please be sure to contact us if you have any more questions.