Travel Guidelines: Reimbursement of Expenses
Please be sure to read and follow the guidelines below when arranging travel and requesting reimbursements related to the Faculty Advisory Council.
The Guidelines
1. For reimbursement of travel expenses, FAC members must include their signature on the "sign-in sheet" each day of the meeting. Reimbursements will be processed only for the days the member signed in regardless of days attended. UT System/Academic Affairs will only reimburse two faculty members per meeting, unless a faculty member is on the executive committee, then three members may attend. The alternate member is only to attend in place of an absent representative.
2. Requests for reimbursement may be done ONLY for the three regular meetings of FAC and for members presenting recommendations to the Board of Regents. Executive Committee members that meet outside the normal scheduled meetings will need to be reimbursed from institutional funds.
3. Requests for reimbursements for hotel, airfare, and rental cars must follow state rate guidelines. Any charges above state rates will not be reimbursed by the Office of Academic Affairs. Airfare must be booked at least 21 days in advance of the meetings to obtain the lower price.
4. The Travel Liaison or the FAC member will be responsible for making all travel arrangements and for notifying any entity of cancellations as needed.
5. Requests for reimbursements must be submitted to and processed by your institution.
6. Academic Affairs provides meals during regular FAC meetings ONLY. Academic Affairs will reimburse $45.00 per person for Thursday evening dinner.
7. For rental vehicles, a vehicle no larger than mid-sized with unlimited mileage is allowed. System will not reimburse for additional mileage.
Other Allowable Charges:
a) city taxes on hotel charges
b) parking charges up to $50.00 total per meeting
c) transportation to and from the airport to hotel up to $50.00 maximum.
Expenses Not Allowed:
- Travel overages such as exceeding room charges
- State sales tax on hotel rooms
- Telephone calls from the hotel rooms
- Movie or room service charges
- Any other hotel charges that may be added to the bill
- Parking other than the hotel parking charges for two days.
