Office of the Comptroller

Prior to Travel

1. Apply for the University Travel Card
   • The university-issued credit card is for the employee's expenses and may not to be used for other employees or non-employees.
2. Obtain Approval to Travel
   • Check with your department for the required departmental request process.
   • Emburse Expense pre-approval
3. Update Emburse Expense/Lightning Profile
   • Travel preferences
   • Travel arrangers and expense delegates
   • Credit card (University Travel Card)
   • E-receipt registration
   • Mobile/ExpenseIt app registration

Booking Travel

1. Understand Funding Sources
   • State funds are more restrictive than local funds.
   • Research funds may have additional restrictions compared to local and/or state funds.
2. Ensure Travel Arrangements Comply with University Travel Guidelines
3. Secure Travel Arrangements
   • Emburse Expense Lightning Booking Tool is the preferred method of booking:
     • Traveler may book directly, or
     • Request your travel arranger to book travel
   • Option to book directly with travel providers
4. Payment Options to Secure Travel Arrangements
   • University Travel Card (preferred):
     • In the employee's name
     • University paid
     • Most efficient process
   • Out of Pocket (least preferred):
     • Will not be reimbursed until after travel has occurred and the expense report is processed, unless travel arrangements are booked through Emburse Expense

During Travel

1. Ensure any purchases comply with university travel or purchasing guidelines.
2. Tax Exemptions
   • For in-state hotels, provide the Texas Hotel Occupancy Tax Exemption Form at check in.
   • For in-state rental cars, provide the Motor Vehicle Rental Exemption Certificate to the vendor when picking up the car.
3. Obtain Receipts for Expenses Requiring Documentation
   • Receipts must be itemized
   • If the expense is out of pocket, documentation must include proof of payment
     • Receipt showing payment applied to balance or,
     • Credit card charge slip
   • All receipts are required
4. Book, manage, and organize your travel anytime, anywhere, with your ultimate travel companion: CTM Mobile.

After Travel

1. Create an Expense Report if not already created prior to or during travel.
2. Assign Travel Card Transactions to the Expense Report Within 30 Days of the Transaction Post Date.
   • This may occur prior to travel (e.g., airfare, registration, hotel deposit), during travel, or after travel, but must be assigned no later than 60 days from the post date.
3. Submit the Expense Report with Required Receipts/Substantiation Within 30 Days of the Travel End Date.
   • No later than 90 days
   • After 90 days, expenses will be considered taxable income for the employee