All rental cars must be reserved through one of the five UT Austin-contracted vendors: Avis/Budget, Enterprise/National, or Hertz. Please use the Rental Car Direct Billing Request to prevent out-of-pocket costs.
Please include the UGS Business Team (email@example.com) in your travel planning, in advance, for maximum savings and efficiency. Reimbursements take up to 3 weeks between the time you give us your complete travel documents and the day you receive a payment. You can only be reimbursed for your own expenditures.
Additional approval is required for foreign and Washington, D.C., travel. Please see the Travel Policy to Restricted Regions for international travel information.
Other information to know before you travel:
When you travel, please save all receipts. If you are traveling on state funds, tips and gratuities are also non-reimbursable. Your reimbursement is contingent upon your receipts. They must be
Present the Texas Hotel Tax Exemption form when staying in any Texas hotel. This will ensure you aren't charged state tax, which is NOT reimbursable. Also, make sure your hotel folio is paid out with a balance of zero to turn in with your reimbursements.
Please organize your meal receipts by date, label each receipt as breakfast, lunch, or dinner, and clip them together as a group. Alcohol is not a reimbursable expense. Learn about per diem limits.
The UGS Business Team will process reimbursement. Depending on the account being used, you may need to physically sign the reimbursement paperwork. The UGS Business Team will let you know if this is needed.