[Major revision-posted 3/6/18 (replaces 3/17/16 edition)]
Operating Policy and Procedure
OP 79.12: Official Travel of the President and Chancellor
DATE: March 6, 2018
PURPOSE: This Operating Policy/Procedure (OP) sets guidelines to be followed when the President and Chancellor travel on official business.
REVIEW: This OP will be reviewed in July of odd-numbered years by the Chief Procurement Officer with substantive revisions forwarded to the Assistant Vice President for Financial and Business Services and the Vice President for Administration & Finance and Chief Financial Officer.
1. Preparation of Travel Documents
a. Prior to each trip for executive travel, the Office of the President or the Office of the Chancellor will prepare an online travel application when it is anticipated that there will be expenses to be reimbursed or for all international travel. If no expenses are anticipated, a zero cost travel application may be submitted to show that a business trip is taking place.
b. Upon the President's or Chancellor's return to headquarters, the Office of the President or the Office of the Chancellor will prepare the travel voucher if there are expenses requiring reimbursement. The method of payment for each expense will be noted (cash, personal credit card, state travel card, or executive card).
c. After completion, the President or Chancellor will review the travel voucher, make any necessary corrections, and sign the travel voucher.
2. Processing Travel Documents
a. Travel Services and the Executive Card Office will review the travel voucher and make any necessary edits. The subtotals for personal, travel card, and executive card expenditures will be verified, edited if necessary, and the voucher will be approved.
b. The online travel system will process a reimbursement check for any valid travel expenses paid personally by the President or the Chancellor, and the amount paid by the travel and executive cards will be automatically transferred to a balance sheet account.
3. Payment of Expenses Charged to Credit Cards While on Travel
a. The Executive Card Office and Travel Services will receive monthly statements from the travel and executive credit card companies for expenses incurred during official business trips. The President's Office of Chancellor's Office will prepare a detailed report of what each item represents and how it is to be reconciled with the appropriate balance sheet account.
b. The Executive Card Office will prepare a payment voucher, which will charge the balance sheet account and pay the credit card company.
c. The balance sheet account has been set up to pay all statements immediately for charges the President or Chancellor makes while on official travel.
4. Travel by President's or Chancellor's Spouse
This policy also regulates travel for the President's or Chancellor's spouse when the President or Chancellor deems it necessary to include her/his spouse for valid business purposes. The spouse's travel has the following restrictions:
a. No travel for the spouse is to be paid from appropriated funds.
b. Per IRS regulations, in order for TTU/TTUS to reimburse the President or the Chancellor for his or her spouses' travel and entertainment expenses, the accompanying souse's presence must fulfill a bona fide business purpose for TTU. U.S. Treasury Regulation Section 1. 132-5(t)(1).
5. Guidelines for President's/Chancellor's Travel
a. Due to scheduling conflicts and unanticipated appearance requirements, upgraded airfare will be acceptable for the President or Chancellor in order to prevent additional costs associated with travel changes/cancellations.
b. The duties required by the position of the President or Chancellor may allow for variances over the State or GSA per diem rates due to location availability and meeting purposes. A chief administrative officer of a state agency is entitled to reimbursement for the actual expense of meals and lodging incurred while performing the duties of the individual's office or employment per Texas Government Code § 660. 203(a). If the expenses are incurred within the contiguous United States, the reimbursement is limited to twice the amount that could be reimbursed for regular state employee travel if utilizing appropriated funds per Textravel.
c. The use of a transportation service other than the local taxi or ride-share service will be permitted if documentation is provided. Documentation should be accompanied by an explanation of why transportation other than the local taxi or ride-share service was used. For example, there may be a significant need of an executive car service when multiple back-to-back meetings are scheduled at various locations.
d. All travel activities for the President or Chancellor will be audited on an annual basis.
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