Travel Reimbursement System

Travel2 Web Training


March 10, 2020

Travel Guidelines relating to COVID-19 for TTUHSC

Dear Texas Tech University Health Sciences Center Community,

Under guidance from the Texas Tech University System, we have updated our travel guidelines relating to COVID-19 for Texas Tech University Health Sciences Center (TTUHSC) as follows:

University-Related International Travel

  • Effective immediately, all university-related international travel by TTUHSC students, faculty and staff, is suspended through April 30. Please cancel all pending trips that fall within this time period, even if the president's approval has been previously obtained.
  • We will monitor closely and re-evaluate this suspension when there is clear evidence that the global public health emergency is abated.

University-Related Domestic Travel

  • Domestic travel is highly discouraged at the present time. Effective immediately through April 30, all TTUHSC student, faculty, and staff travel requests for university-related domestic travel need to be reviewed by your respective Dean, Vice President or Provost prior to approval. Requests will be reviewed to determine whether travel is considered mission-critical to the health and/or welfare of the university and its activities. Any current pending trips should be re-evaluated under this guidance to determine whether cancellation is necessary.
  • Conferences and non-TTU System campus site visits should be considered non-mission critical unless there is an extenuating circumstance to support the justification for the travel.

Reimbursement for University-Related Travel

  • In the event you cancel a trip (international or domestic) in accordance with this guidance, you must seek a refund for any prepaid expenses (such as airline/hotel) in order to mitigate the loss of funds. If vendors refuse reimbursement of prepaid expenses and a refund or travel credit is not issued to you, please work with your supervisor or program administrator to facilitate any reimbursements as provided under TTUHSC Operating Policies. The Travel Office and the Office of Global Health, in conjunction with the President's Office, will work to ensure employees and students are reimbursed for university-related travel costs consistent with our policies. Click here to view the memo from the president you may provide as applicable to reflect this travel suspension to assist in your efforts to cancel travel and request reimbursements.

Personal Travel
We encourage you to evaluate your personal travel plans regarding both domestic and international destinations. Please carefully consider the avoidance of places identified with a travel health warning notice by the Centers for Disease Control and Prevention (CDC) and be aware of the possibility to alter your plans as the spread of COVID-19 continues to develop.

Students, faculty and staff who travel outside of the United States are required to register with the university before leaving or immediately upon return of a trip, using this travel form. If the travel was to a country identified by the CDC with a travel health notice warning of Level 3, travelers will be required to self-isolate off campus for 14 days before returning to campus.

To assist us in providing support to students, faculty and staff who travel within the United States and to ensure that we can adhere to appropriate screening before your return to work and school, please fill out the travel form on our website to identify your travel plans.

Incoming Visitors
Effective immediately, all incoming (visiting) international travel for learners and visitors is suspended through April 30.

Thank you for your understanding as we continue to monitor COVID-19 and update our policies accordingly.

Lori Rice-Spearman, Ph.D.
Interim President
Texas Tech University Health Sciences Center

January 29, 2020

Coronavirus Communication

Over the past 48 hours there have been many questions and concerns regarding the coronavirus (2019-nCOV) and the impact on TTUHSC. We understand that we have many faculty, staff, and students traveling between the United States and China on different types of visas. Any department aware of travel taking place with regards to China should contact the Office of Institutional Health and speak with Nicole Hines RN, MSN, CIC. Nicole can be contacted at 806-743-3019 or by cell at 806-368-2647 for emergencies and/or after hour concerns.

Please be aware that at this time, the U.S. Department of State has upgraded the travel advisory for China to a Level 3 (reconsider travel). Prior approval from the President’s Office is required for all foreign travel under TTUHSC OP 79.04. Until the advisory level is decreased, any pending TTUHSC sanctioned travel to China should be reviewed by the President’s Office to determine whether the traveler must cancel the trip.

Our goal is to have a consistent message with a system to track all individuals that may be impacted. However, as the disease state changes and we learn more, please understand that recommendations may change depending on the circumstances.

The safety of our faculty, staff, and students is our priority. Therefore, TTUHSC will follow this increased caution, supported by evidence-based practice, in response to the outbreak. 

Lori Rice-Spearman
Interim President

Texas Tech University Health Sciences Center
3601 4th St MS 6258 | Lubbock, TX 79430
Phone: (806) 743-2900 | Fax: (806) 743-2910

January 1, 2020

Mileage Reimbursement Rate Effective January 1, 2020

The State of Texas Comptroller announced that the state milea

ge reimbursement rate effective January 1, 2020 to December 31, 2020 is 57.5 cents per mile. This is a decrease from the calendar year rate of 58 cents per mile.

Reminder: If mileage reimbursement crosses the end of the calendar year (2019 and 2020), list as two separate lines on the voucher so that the correct rate is processed in the travel system.

More information: TexTravel Fiscal Travel Reimbursement Rates

December 7, 2017

State Issued Travel Card and Traveling on State Appropriated Funds

The Texas Administrative Code (TAC) Section 20.413 directs the use of a state issued travel card for all travel expenditures using State appropriated funds, (E&G, PHF, HEAF which are Funds beginning with 10,11,12,9D, 9E, 9F).

Beginning January 1, 2018, all TTUHSC Employees should use the state issued travel card to purchase travel services when traveling on state funds. Travel services for airfare shall be charged to the state travel credit cards. Travel services for lodging, rental vehicles and other necessary travel expense shall be charged to the state issued travel card, when feasible.

A TTUHSC employee who expects to travel on official state business using State appropriated funds should apply for a state travel card (OP 79.11). Instructions outlining the application process can be found at the Travel Documents and Links page under Citibank Travel Card.

To meet the requirements of TAC Section 20.413, employees who are denied a travel card or who have their travel card suspended or canceled due to misuse or delinquency, and the traveler is required to use state funds, will be instructed to use the state contracted travel agent National Travel Systems (NTS) when traveling on official state business.

Contact the TTUHSC Travel Office concerning questions about obtaining/using a state issued travel card or use of the contracted state travel agency.


The State of Texas Travel Management Program
TAC Rule 20.413
Information on State Travel Agency - National Travel Systems (NTS)

TTUHSC Operating Policies:

OP 79.06 Reimbursements of Travel Expenses
OP 79.11 Use of State Travel Credit Card

July 31, 2017

PCard and Travel Training Session

The PCard and Travel departments conducted a training session on July 20, 2017.  Please see below for links to the recorded video, PowerPoint and handouts that were available at the training. 

If you have additional questions please contact PCard or Travel

PCard and Travel Video
PCard and Travel PowerPoint
PCard Handout
Travel CheckList

February 3, 2017

Use of State-Issued Travel Card

The State of Texas Citi Travel Card is to be used for State of Texas business-related travel charges only and is not for personal use.

TTUHSC OP 79.11 states "Use of the Card for charges other than official state business travel is a direct violation of the State's contract with Citibank, Texas Ethics Commission Advisory Opinion No. 147, and the State Travel Management Program Title 34 TAC 20.308 and therefore, a misapplication of the state issued card. Misuse of the card may result in disciplinary action up to, and including termination".

Each person with a state Travel Card signed an agreement acknowledging their understanding that the Travel Card can only be used for TTUHSC business related travel charges and that misuse of the card may be reflected in their performance evaluation and personnel file.

Texas Ethics Commission Advisory Opinion No. 147 states that use of the Travel Card for other than a business expense is a misapplication of state property and may violate section 39.01 of the Texas Penal Code.

The TTUHSC Travel Office reviews expense data provided by Citi and will suspend cards used for non-business related charges. Employees whose card has been suspended will not be eligible for travel advances.

January 17, 2017

Use of Wireless Communication Devices While Operating a Motor Vehicle for TTUHSC Business

A TTUHSC Employee may not use a wireless communication device to read, write or send a text-based communication while operating a motor vehicle for state business. Wireless communication devices may only be used when the vehicle is stopped and pulled safely off the road and parked. This includes personal vehicles, rental vehicles or TTUHSC owned vehicles.

December 16, 2016

Mileage Reimbursement Rate Effective January 1, 2017

The State of Texas Comptroller's office announced that the state mileage reimbursement rate effective January 1, 2017 to December 31, 2017 is 53.5 cents per mile. This is a .5 cent decrease from the current rate of 54 cents per mile and mirrors the Internal Revenue Service standard mileage rate.

Reminder: If mileage reimbursement crosses the end of the calendar year (2016 and 2017), list as two separate lines on the voucher so that the correct rate is processed in the travel system.

More information: IR-2016-169: Notice 2016-79; Travel Home Page


September 29, 2016

Enterprise Now Requires a PIN in Addition to Our Texas Identifier

Effective immediately Enterprise Rent-A-Car now requires a PIN in addition to our Texas Identifier.

  • Select the city in which you will be renting a vehicle
  • Select the dates
  • Enter our Texas Identifier and click "CONTINUE"
  • Select the rental outlet location
  • Enter PIN (TEX)

The rest of the rental reservation is self-explanatory.

January 28, 2016

The Travel System is Going "Paperless"

Beginning February 1, 2016, you will be able to electronically attach all required documentation to support expenses on your travel voucher and to support requesting an advance on your travel application.  For the time being, this feature will remain optional but may become the only way to submit supporting documentation in the future.

Important:  Use a black marker to redact all credit card numbers, bank account numbers, or other personally identifiable information.

Detailed instructions regarding this new process can be found at:

Attaching Documents Electronically in the Travel System

December 21, 2015

Mileage Reimbursement Rate Effective January 1, 2016

The State of Texas Comptroller's office announced that the state mileage reimbursement rate effective January 1, 2016 to December 31, 2016 is 54.0 cents per mile. This is a 3.5 cent decrease from the current rate of 57.5 cents per mile.

Reminder: If mileage reimbursement crosses the end of the calendar year (2015 and 2016), list as two separate lines on the voucher so that the correct rate is processed in the travel system.


August 23, 2012

TRAVEL EXPENSES (60 days old) are TAXABLE to the EMPLOYEE EFFECTIVE 09/01/12

In accordance with IRS regulations, effective September 1, 2012, any travel voucher not approved by the Travel Office that is over 60 days old will be taxable to the traveler. The Travel System will calculate based on the trip end date and will automatically record the taxable expense to Payroll. An email notification will be sent to the traveler should this occur.

Please contact with any questions you may have.