Travel Office Internal Resources: Travel Checklist

Card Activation

Call the U.S. Bank customer service number on the back of your card. U.S. Bank will require a 4-digit number which is the last four (4) digits of your UIN and an activation password which is your full UIN. When activating a Chip & Pin Card you will be required to establish a four (4) digit pin that will be entered when using your card.

When using the card for the first time at a manned Chip & Pin terminal your pin will not be required. Your pin will be required on subsequent purchases when using a Chip & Pin terminal. If you need to set/reset your pin you may call 877.905.1855, follow the automated prompts. If asked for the last 4 digits of your SS# it will always be the last 4 digits of your UIN.

The University/Agency Travel Card may be used for Airfare, Car Rental, Conference Registrations, Hotel, Restaurants, Parking and Incidental expenses. Please see guidelines and restrictions below:

Airfare

If using state funds to procure airfare, the university travel card must be used. Also, the airfare must be purchased on the STMP Airline Contract or a valid exception must be documented. If using Emburse to book airfare, Emburse will automatically document the exception if the airfare is lower cost to the state. If booking outside of Emburse, the exception must be manually documented using the exception form and attaching it to the expense report.

Car Rental

If using state funds, it is required that the purchase of the rental car be made using the STMP – Car Rental Contract or a valid exception must be documented and attached to the expense report.

When traveling in-state the traveler must submit a Motor Vehicle Rental Exemption Certificate upon picking up the vehicle.

Please note the “four-per-care rule” and “Rental Car vs. Mileage Reimbursement Calculator”

Conference Registration

Allowed on local and state funds with appropriate business purpose and benefit.

Fuel

Receipt for fuel is preferred. Supporting documentation must provide the date and amount for that destination.

Parking and Incidentals

Please obtain a receipt or time stamped photo. Supporting documentation must provide the location, purpose, amount and date of each parking event.

Hotel

No personal charges, including phone or entertainment (games, movies, etc.).

Actual lodging expense not to exceed the maximum lodging reimbursement rate. The maximum lodging rate is the GSA rate for that destination city and for that month. If the destination city does not appear, then use the Standard Rate. If in the state of Texas do not use the standard GSA rate, use the rate of $85. If two employees share a hotel room, each employee is allowed up to the maximum lodging rate per employee, but limited to the actual cost of the shared room.

A traveler may voluntarily decrease meal allowance to increase lodging rate to increase the maximum allowance for lodging. Travels may not decrease lodging rates to increase meal allowance.

Hotel tax is not included in the maximum lodging allowance. Therefore, hotel taxes can be claimed even if it causes the daily lodging amount to be exceeded. See the examples provided in the link above.

Texas Hotel Occupancy Tax Exemption Form

Restaurants

The Travel office no longer requires itemized receipts for individual meals; however, your department may require all receipts to be itemized. An itemized receipt will be required if any one meal is more than $75.00. Tips must be allocated to local funds.

If travel is within the state of Texas, a tax exempt is required to be submitted prior to ordering for Business Meals Only. Individual meals purchased while in travel status are not exempt from Texas State Sales Tax. Business Meals are not allowed on state funds.

For a complete list, please visit the Travel Reimbursement Quick Reference Guide.

Cardholder Responsibilities

The cardholder is responsible for the security of the card at all times. Departments may opt to maintain the cards in a central location to be distributed at the time of travel. At end of travel, departments may require the card to be returned to a central location.

Only business-related travel expenses are allowed. No personal expenses may be charged to the One Card.

If your card is lost or stolen:

  1. Immediately notify U.S. Bank at 800.344.5696
  2. Notify [email protected]
  3. If outside the U.S. call collect to 701.461.2010.

Dispute charges when having problems with vendors for non-receipt of services or products within 60 days of the post date of the transaction. Contact your system member to start the dispute process or call the U.S. Bank number listed on the back of your card.

Fraud

Charges considered fraudulent should be reported to U.S. Bank immediately by calling the number on the back of the card. U.S. Bank will send an Affidavit of Unauthorized Use form by email to the cardholder. If transactions actually post to the card the Affidavit must be returned to U.S. Bank within 60 days of the post date of the transaction.

Exceptions to the Use of Contract Travel Services

This section provides exceptions to use of contract travel services. These exceptions apply to the use of any contract travel services. When travel services are obtained at a lower total cost than the cost of contract travel services, no reporting of exceptions is required. Exceptions must be documented only when the total cost is greater than contract travel services rates. Nothing in this section affects or alters the authority of the comptroller regarding travel reimbursement or audit agreements.

  1. Lower Cost to the State. State agencies may use any travel services obtained at a price lower than the contract travel services price. State agencies are encouraged to obtain lower priced travel services through the use of fourteen day or other advanced reservations programs, promotional price reductions, or any method that provides a lower overall cost of travel.
  2. Unavailability of Contract Travel Services. The contract travel services are not available during the time or at the location necessary for the business purpose; or the contract travel service does not provide for the service required; or because the contractor is unable to provide the contract services due to a force majeure event.
  3. Special Needs. The traveler’s health, safety, physical condition or disability requires accommodations, including medical emergency or other necessary services, not available from contract travel service contractors.
  4. Custodians of Persons. The traveler has custody of a person pursuant to statute or court order and the traveler is required to provide a degree of security and safety that is not available from contract travel service contractors.
  5. In Travel Status. The traveler is in the course of travel and changes in scheduling render the use of contract travel services impractical or the appropriate travel services are not available. The traveler shall make reasonable efforts to secure rates equal to or lower than the contract travel service rates.
  6. Group Program. The traveler is using a group program wherein reservations were made through a required source to obtain a particular rate or service.
  7. Emergency Response. The traveler is responding to a public health or safety emergency situation.
  8. Legally Required Attendance. The traveler is required by a court, administrative tribunal or other entity to appear at a particular time and place without sufficient notice to obtain contract travel services.

Source Note: The provisions of this §125.3 adopted to be effective December 8, 2005, 30 Texas Regulation 8051.

Navigate This Page