Travel & Expense Reimbursement

Owned by adrien.vanderwalt
Last updated: Aug 22, 2023
3 min read

 

Mileage / Expense Reimbursement  

The UTHealth Houston travel guide will be followed for all travel related to CAE. Travel guide information can be found by following the link below. 

https://inside.uth.edu/finance/procurement/procurement-expenses/travel-guide.htm 

Travel Reimbursement Procedure 

 As we start the CAE program's travel component, more updates can be anticipated to this policy. 

  • Coupa Expense Attestation Summary form is used to request mileage, tolls, and parking reimbursement. This reimbursement request will be submitted monthly by the 4th of the following month in which travel occurred.

  • This form must be completed by each employee with the manager’s signature monthly and uploaded to a specified file location.   

  • The Coupa Expense Attestation Summary form should be uploaded together with paid toll receipts once the staff member receives a signed copy from their manager, no later than the 7th of each month and enter expense information in Coupa. 

  • Inform the Logistics team that the Coupa Expense Attestation form was completed and uploaded in the perspective folder.  

  • Miles driven should be recorded with the beginning point and ending point used as their established home office location (home address listed on the Teleworking Agreement.

  • Research staff/Employees have a duty point/place of employment which is onsite. All mileage requests must begin at their place of employment. For example, 1851 Crosspoint or 7000 Fannin. For Assessors working remotely, the home office address will be used instead. See bold below: 

  • Mileage Reimbursement Limitations: 

  • i) Reimbursement requests must include a point-to-point itemization by completion of the to/from fields, using the full physical addresses of the origin and destination points. 

  • ii) Tolls and parking expenses incurred while using a personal vehicle for business are reimbursable. 

  • iii) Reimbursement is not provided for any travel expenses incurred between an employee’s personal residence and their place of employment 

  • Exceptions:  Reimbursement is provided for travel expenses incurred from an employee’s personal residence such as trip to the airport, attend out of town conference/meeting using a personal vehicle 

  • The above statement was provided by Pamela Butler, Director Payment Services – UTHealth Houston. 

  • Please refer to the sample Attestation form found in the travel reimbursement link above.  

  • Please select your Project#/Name based on information provided by your Manager

Self-attestation template: 

This template will be used to request expense reimbursement which may include mileage, tolls, parking, flight, car rental, hotel, per diem, etc.  

Download_Coupa-Self-attestation-LNAME-MONTH.xlsx 

Travel Requirements – notification to Assessors (advance notice): 

Assessors are required to travel throughout Texas to help with assessments across all 28 Workforce Boards. Assessors will be assigned based on a scheduling formula, demand, and availability. 

Assessors assigned to travel, that will require overnight stay, will receive their caseload assignment at least 5 business days prior to the trip; if feasible, more notice will be provided.  

A group of Assessors will be assigned to be on-call on a rotating basis to cover for Assessors who unexpectedly are unable to complete the assignments (e.g., unexpected sick leave, emergency situations, etc.). During the on-call period, Assessors would not be able to request vacation time unless proper advance notice was given. 5 Assessors would be assigned to be on-call duty. With this rotation, the group of Assessors that are on-call will be assigned to be on-call over a 12-week rotation.  

The on-call schedule will be available for the entire contract year and shared with Assessors. 

In the event of an on-call Assessor needing to travel to cover for another Assessor, the Research Coordinator will have to review the current need and the previous assignment that the on-call Assessor had, to determine the feasibility of the re-assignment. 

Hotel Stay, Transportation, Per Diem: 

UTHealth Houston will provide hotel stay, transportation and meal reimbursements for Assessors assigned to travel that would include overnight stay. 

Concur will be used to book hotel, transportation needs for travel (Add additional information from HOOP policy - Travel and reimbursement request) https://med.uth.edu/anesthesiology/travel-and-expense-reimbursement-guidelines/  

The travel information will be shared with the Assessor at the assessment assignment with at least 5 business days before the travel date. 

Requesting reimbursement for lodging, transportation and per diem:

Reimbursement can be requested by using the required travel forms as required by UT Health. These types of reimbursements can be submitted weekly.