Official Travel

Booking Flights [NOTICE]

University policy effective May 20, 2013 states no airfare reimbursements will be given for flights purchased through a search engine. You must book using either Concur (online booking website) or a contracted agency. These will be direct billed. Purchase with a personal credit card to get points may be secured with Concur or an agency if desired. If a better fare is available through a search engine, $100+, please contact Terry for rules on how to proceed prior to purchasing.

Mileage
Effective July 1, 2011, mileage is reimbursed at a rate of 56.5 cents/mile. Official mileage is calculated using the addresses of origin and destination on mapquest. Approximate (unoffical) mileage for common trips is listed at Distances.

Baggage Fees
The State Comptroller's Office has issued a statement on checked bag fees now being charged by some airlines. See Expenses & Reimbursements.

Billing for Hotels
Sign up with the Travel Manager for our first national hotel account at La Quinta Inns/Inns & Suites.

Staying in Texas? Get a state-tax-exemption-form from us (pdf), or you must pay tax yourself (non-reimbursable).

In or out of state, at any hotel, ask for the State Government Rate. If available, it's a considerable savings.

Direct Billing for Car Rentals
When on business, using Avis, Enterprise or National, representatives may want to swipe your personal credit card. Resist! Use a direct billing number.

Mandatory Seat Belts
Rules concerning the use of safety belts while traveling in university vehicles are now in effect.

Mandatory Safety Belt Usage in College Vehicles (pdf)

International Fares
Contract Airline Fares now includes some international rates. See the last category of the Contract Air Fares link at left.

McDonald Observatory
Directions to McDonald, maps and other information here.

Travel Office:

Terry Bruegging
RLM 13.116
(512) 471-1319

tbruegg@astro.as.utexas.edu

mailing address