12 Business Traveler Responsibilities

A TTUHSC business traveler must ensure their travel complies with applicable policies and rules. TTUHSC Travel Operating Policies should be reviewed prior to making travel arrangements.

Visit: HSC Travel Operating Policies or TexTravel for more information.

Contact travel@ttuhsc.edu with questions.

1. Obtain Travel Approval

Obtain prior approval for domestic travel from a supervisor and Fund Manager. For International travel, seek approval using the International Travel Approval System before incurring any costs.

2. Follow Travel Policies

Refer to all travel policies for specific limitations and requirements.

3. Be Cost Effective

Seek the most cost-effective method of travel, regardless of funding source.

4. Submit Pre-Approval

Submit a Pre-Approval in Emburse Enterprise with the best estimation of travel costs before official TTUHSC business travel.

5. Provide Local FOP

Provide a local FOP when traveling on State or Federal funds to cover lodging/meal costs that exceed the allowed GSA per diem rates or any tips.

6. Manage Travel Card Use

Use the State of Texas issued Travel Card only for business expenses directly related to official TTUHSC business travel.

7. Obtain Receipts

Obtain itemized receipts that also verify payment for all official TTUHSC business travel expenses.

8. Prepare Expense Report

Submit an Expense Report within 30 days after the trip end date. Reimbursement for an Expense Report not submitted within 60 days is taxable to the traveler as income.

9. Exclude Personal Items

Do not include any personal items or travel expenses that are not reimbursable on an Expense Report.

10. Document Personal Auto Mileage

Use Emburse Enterprise mileage calculation tools or submit a Mileage Log for miles traveled. If State funds are being used, provide the Mileage Calculator and supporting documents.

11. Reimburse Advances

Immediately reimburse TTUHSC for advances in excess of travel-related expenses submitted on the Expense Report.

12. Pay Travel Card

Pay all charges resulting from the use of the Travel Card timely.