A state employee should select the most cost effective method of transportation available. The amount paid by the university or reimbursable to the employee is subject to certain limitations. All travel such as airfare, hotel, and rental of a vehicle should be booked through Concur. Log in through Single Sign On to access Concur.
Economy fare only unless prior approval from Department Head or Dean.
- Approval documentation must be attached to the expense report in Concur.
- When using State Funds, contract airlines must be used unless you have a cost savings to the University.
- Before submitting airfare, booking through Concur double-check that your name, the flight times, destination, and the travel dates, are correct.
- Concur will always send confirmation of the airfare booking by email. If the email is not received, the airfare was not complete. Contact the travel department for assistance.
The contract car rental listed below are required when using State funds but should be used with local funds because of the excellent rates that include the required liability insurance:
- Avis - F999732
- Enterprise - TX732
- National - TX732
Four-per-car-rule (applies for rentals & personal vehicles)
When employees from the same agency travel on the same dates with the same itinerary, they must coordinate travel. When four or fewer employees travel on the same itinerary, only one may be reimbursed for mileage. When more than four employees travel on the same itinerary, only one out of every four may be reimbursed for mileage. Texas Government Code Section 660.044
Cancellations (If using the T-Card and the proper procedures are not taken the employee may have to reimburse the university.)
If you must cancel your trip, immediately call Shorts at 1-877-225-0239 to cancel the airline reservation. On refundable tickets, refunds will appear as credit on future monthly charge card statements. On non-refundable tickets, ask the travel agency for possible options.
If you must cancel your vehicle rental, immediately contact the rental company. If your reservations are not cancelled, you will be billed. Always get a confirmation number and/or the name of the person cancelling the reservation and keep a record of it.
If your must cancel your hotel reservations contact the hotel directly. If your hotel reservations are not cancelled, you will be billed for the room. Always get a confirmation number and/or the name of the person cancelling the reservation and keep a record of it.
This page was last updated on: October 01, 2014