Travel Office FAQs
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• Can I just call in my travel plans to travel office personnel?

ANSWER:  All travel request must be submitted on a Travel Information Request Form (TIR Form).  See TIR Instructions.

• Can Travel Office make my personal travel arrangements for me?

ANSWER:  Travel Office is in operation to make travel arrangements for UHD business travel only, but if your spouse is traveling with you, we will only need a personal credit card to confirm this arrangement.

• If need emergency travel assistance when the Travel Office is not open, who do I call?

ANSWER:  You will need to contact the travel vendors, (airlines, rental car, or hotel), that confirmed your original reservation and make changes directly with them.

• If our Travel Office is making airline reservations, do I still make rental car and hotel reservations for the travelers?

ANSWER:  NO.  Travel Office will confirm ALL official UHD business, car and hotel reservations for the traveler.  Travel Office utilizes the most sophisticated travel reservation system available to provide the best value for our travelers.  For example, using our "direct bill" capability with Enterprise Rent-A-Car, we can reduce auto rental expenses by 50% vs. mileage reimbursement with the traveler's personal car.  Please review the new Travel information Request form and Instructions.

• What Information do I include on the summary and itemization sections of the Travel Request (TR Form)?

ANSWER: In the summary section include all expenses related to the trip.  In the Itemization section include only reimbursable, out-of-pocket expenses.  Note:  To avoid delays in processing your travel request, it is imperative that your proof read for accuracy when completing this section of the form, as most errors occur here with incorrect account, fund, or amount numbers, etc.  For a complete list to PeopleSoft Travel Accounts and Sub codes cross referencing go to UHD Travel Accounts.

• Do I need to complete a Travel Request (TR Form) if there is no reimbursement due back to the traveler?

ANSWER:  A Travel Request (TR Form) is required if the traveler is an employee traveling on UHD business.  Simply check the appropriate box:  "For insurance purposes only".  Note:  Your department will not receive a TR/PO confirmation back because No TR/PO confirmation numbers are assigned for this type of transaction.

• Where do I turn in my completed Travel Request Form?

ANSWER:  All completed Travel Requests should be placed in the correspondence rack located by the door of the Travel Office.

• How long will it take to get my travel request processed after I have submitted it to the Travel Office?

ANSWER:  The Travel Office will make every attempt to complete the travel request on the same day that it is received.  Requests received after 2:00pm will processed on the next business day, in most cases.

• How do I know if my travel request has been processed?

ANSWER:  Travel requester will receive an e-mail confirmation with a travel itinerary, along with a Travel Request, and Purchase Order number if applicable.

• Must I obtain signatures on the Travel Request before it will be processed?

ANSWER:  YES.  You must obtain the required signatures as they pertain to the type of travel, with the Traveler, Supervisor and Certifying signatures being the minimum requirement.

• How do I obtain a signature if the traveler is not on UHD campus?

ANSWER:  You may fax the traveler the completed TR and get their signature.

• Do I need to complete a Travel Voucher to be reimbursed for expenses?

ANSWER:  Yes.  Travel Vouchers must also be submitted even if no expenses are being reimbursed.

• Do I need receipts for reimbursements?

ANSWER:  It is a good practice to save all receipts.  You will need receipt copies for car rentals and other ground transportation, hotel bills, phone calls, and other incidentals.  No meal receipts required for per diem and partial per diem.  Hint: When in doubt, get a receipt.

• What is the per diem for out of town meals and lodging?

ANSWER:  Rates vary based on fund source and destination city.  Please contact Travel Office for updated information.

• If my registration fee includes a part of all my meals, can I still submit a request for meal reimbursement on my Travel Request and Travel Voucher?

ANSWER:  It depends if the meal expense was MANDATORY or OPTIONAL.  A MANDATORY meal expense that is packaged with registration fee is considered to be part of the fee and only the meals that were not part of the registration fee separately.  If only one meal is claimed the amount of reimbursement is a maximum of 1/3 of the per diem.  If the registration fee includes an OPTIONAL meal fee, and the traveler elects not to choose this option, the meal expense must be stated separately from the registration fee and must be charged to the appropriate account for reimbursement.

• What is the procedure if I have to cancel or change my travel plans?

ANSWER:  You will need to contact the Travel Office by e-mail to advise of change or cancellation.  If you are holding a non-refundable ticket, you must cancel or change your reservation Prior to your original schedule departure or you will loose 100% of the value of the ticket.

• If I have already received a TR & PO Confirmation and need to make a change, do I need to send any correspondence to the Travel Office?

ANSWER:  YES.  Any changes or cancellations, including travel dates, destinations, fare increases, or any changes in the itemization section from the originally submitted Travel Request form will require the completing of an Encumbrance Adjustment Form, including the authoritative signatures from the original TR.

• If I want to use my privately Owned Vehicle for a trip, what can I expect to be reimbursed?

ANSWER:  You will be reimbursed for your mileage up to the amount that UHD would have paid for your airfare.  This amount will be the best available fare, not the fully refundable State of Texas contract fare.

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