International SOS, UT System’s travel safety and security assistance company, has established a web site with information pertaining to Influenza H1N1. The link to the site is listed below – information will be updated on a continual basis.
http://www.internationalsos.com/pandemicpreparedness/
State of Texas Travel Contracts
The Texas Comptroller of Public Accounts has renewed airfare contracts with American Airlines and Jet Blue. New contract rates are valid through March of 2010 – airfare has, on average, increased 3%.
Car rental contracts with Avis and Enterprise have been extended through September, 2009. There is a slight increase in both daily and weekly rental rates with Enterprise. The state comptroller’s web site will be updated to show current rates.
Passport Services
UT Austin's International Office offers Passport Services and Lonely Planet Travel Guides to UT Staff and Faculty. Access the International Office web site for office hours, location and applicable fees.
Information on the new UT Austin At&T Executive Education and Conference Center
For more information contact Doug Copeland, Director of Sales and Marketing at 512-232-7151 or view the website noted below.
AT&T Education and Conference Center
Rental Car/Mileage Reimbursement Calculator
To help determine the benefits of renting a car, Enterprise provides a REIMBURSEMENT CALCULATOR and COMPANSION SPREADSHEET for UT System Employees. Each is intended to provide a base cost estimate. For instance, the calculator includes refueling costs but does not calculate tax or surcharges which vary by location/rental. The COMPANION SPREADSHEET provides basic information (excluding tax and refueling costs) for frequently traveled destinations - it is intended to be a snapshot allowing individuals to more closely consider travel options. NOTE: State contract car rentals include applicable insurance. When personal vehicles are used for UT System travel, the individual's insurance is considered primary.
UT System Policy 157 strongly discourages the use of a personal vehicle while conducting official University business.
Texas Comptrollers State Mileage Reimbursement Rates
Effective January 1, 2009 the mileage reimbursement rate will be 55 cents per mile.
Historical Information
Reimbursement Rates:
Mileage: 58.5 cents per mile for the time period of 6/3/08 through 12/31/08
Mileage: 50.5 cents per mile for the time period of 1/1/08 through 6/3/08
Mileage: 48.5 cents per mile for the time period of 9/1/07 through 12/31/07
Mileage: 44.5 cents per mile for the time period of 1/1/06 through 8/31/07
Mileage: 48.5 cents per mile for the time period of 10/1/05 through 12/31/05
Mileage: 40.5 cents per mile for the time period of 9/1/05 through 9/31/05
Texas Comptrollers State Lodging Reimbursement Rates
Effective September 1, 2009, based on departmental approval, both in-state and out-of-state travel may be reimbursed according to Texas State Comptroller/GSA guidelines. Lodging and meal allowances can be found on the Texas Comptroller of Public Accounts web site. Comptroller guidelines are valid for both state and institutionally funded travel.
Travel to Washington, D.C.
Employees must notify the UT System Administration Office of Federal Relations prior to all travel to Washington, D.C.
Article 9, Section 6.19C of the Appropriations Act has changed reporting requirements to the Texas Office of State and Federal Relations (OSFR). Effective September 1, 2005, OSFR requires prior notification only when travel involves a) obtaining or spending federal funds or b) impacting federal policies. The OSFR web site is: http://www.osfr.state.tx.us.
International Travel Assistance
24-hour medical and emergency response services are available to System Administration employees traveling internationally on official university business. These services offer assistance with a variety of travel related issues -- from doctor referrals to emergency evacuation. The service also provides destination information, travel alerts and traveler locator services tailored to the individual itinerary.
Once you access the site, you'll also find information on securing services at a 20% discount for vacation and leisure travel.
Use of State Contract Hotels
For those who travel using state funds, a state contract hotel must be used unless a valid exception applies. When a state contract hotel is not used, an exception must be noted on the reimbursement request in the Record of Transportation/Duties section of the travel voucher. An exception must be noted even if the non-contract hotel matches the state rate. Valid exceptions include:
- Time efficiency - an alternate hotel (including conference hotel) is closer to the duty point or destination
- Lower cost - a non-state contract hotel offers a lower nightly rate
- Health or safety issues - the state contract hotel does not meet standards required by the traveler
When requesting rates for instate lodging, ask for the State of Texas Contract Rate. If you ask for the "Government" rate, you will probably receive an incorrect rate. A list of hotels offering state rates can be found by accessing the Texas Comptroller of Public Accounts website. Hotel rates are available only to state employees. Employees within the U.T. System complex may obtain information on additional preferred hotels by accessing the secure hotel website.
Safe and Efficient Travel
Travel continues to become more complex due to industry and world events. The following are recommendations to assist with safe and efficient travel:
- Make business travel reservations via a U.T. authorized travel agency or U.T. online booking tool. Travel booked through airline or other vendor Web sites can be difficult to access during emergency situations and our agencies can not provide assistance with these reservation
- Provide a co-worker with both business and after hour telephone numbers
- Allow extra time for all aspects of travel - from ground transportation to airport security check-in
- Minimize jewlry and carry-on items that may trigger airport screening machines
- If you change your travel plans while on the road, notify a co-worker of a revised schedule
- Be aware of your surroundings and stay current on world events
- International travel requires special precautions. Contact your travel consultant or travel administrator for additional information.
- Access web sites for up-to-date information (see below)
- Reconfirm all flights (outbound and return)
Helpful Websites:
- Department of Homeland Security - information on homeland security (www.dhs.gov)
- U.S. State Department - travel warnings and public travel and safety announcements (www.state.gov/travel)
- Transportation Safety Administration - travel security information (www.tsa.gov)
- Centers for Disease Control and Prevention - information on medical conditions in specific countries (www.cdc.gov)
- Federal Emergency Management Agency - emergency prevention, preparation and management (www.fema.gov)
- International SOS - global medical services assistance (www.utsystem.edu/travel/international.htm)
Updated 9/9/09
