Frequently Asked Questions
1. While driving to conduct an off-campus training course, my car got a flat tire. I called AAA for assistance, but encountered a charge for their service. Since I was on university business, can I submit that cost for reimbursement?
No. Employees must personally pay for costs incurred, such as roadside assistance and tire repairs, while driving their personal vehicle for university business.
2. I was asked to attend an out-of-town conference and place the cost of hotel and gas on my personal credit card. I do not have a credit card, nor do I wish to obtain one. Can my department force me to obtain a credit card?
No. The university cannot force an employee to obtain a credit card through the State of Texas Travel Charge Card Program or any other means.
Travelers may choose personally pay for travel charges and seek reimbursement or use other payment options offered by the university. Generally, company billed options are for air and rental vehicle costs, but in some cases, are available for lodging. Employees should contact their department's Travel Assistant for assistance in determining available company billed options.
3. If I use the toll road while driving to an out-of-town conference, will I be reimbursed for the cost of the toll?
Yes. The university does reimburse for toll charges. Use the MapQuest chart to obtain the reimbursement amount for mileage and tolls to Austin or San Antonio, the TxTag Toll Calculator, or the actual toll charges once the bill has been received.