Accounting and Purchasing Services


Travel must be authorized by the individual department and arranged to achieve maximum savings and efficiency. Employee travel reimbursements are created and submitted by the individual departments electronically through the DEFINE accounting system and sent to Accounting and Purchasing Services for processing. Travel rules come from a variety of sources; links to rules and regulations are listed below. The System Administration Travel Policy and Training is a great place to start your understanding.


What do I need to know?

  • All business travel airline reservations must be made through UT System contract travel agencies or the UT System Southwest Airlines online travel web site.
  • All car rental reservations must be made with one of five UT System contract car vendors.
  • Set up Traveler Profile with Travel Agency before traveling.
  • Travel rules and regulations govern all travel regardless of the funding source. In addition, specific consideration needs to be give to travel to Washington, DC and foreign travel. Review the Travel Services web pages and System Travel Policy for details.
  • Have itemized receipts for expenses.
  • Electronic travel processing can be set up through Accounting & Purchasing Services.


Reimbursement requests must be timely.


UT System Administration
Travel Voucher Process (simplified) - Timeline Guidance
Days 1-4
Days 5-7
Days 8-10
Days 11-14

Traveler returns from travel and if applicable, provides supporting documentation to assistant.

Department approver reviews and approves travel voucher. APS Reviews and final approves travel voucher. Payment is executed on local funded travel vouchers within one day of APS' approval.
Traveler or assistant completes travel voucher. Approved travel voucher is forwarded to Accounting and Purchasing Services (APS). Payment is executed on state funded travel vouchers from the state treasury within four days of APS' approval.

Receipts older than 60 days from the day the expense was incurred or paid COULD either be denied or added to the traveler's W-2 and taxed as income, according to the IRS Rules (Publication 463).


A justification statement must be included to explain why the request is untimely.


Where can I go for more information?

Documents indicated with an asterisk * can only be accessed by UT System employees via SharePoint.


For Expertise and Assistance: Cindy Dominey APS, 512.499.4571,


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