Airfare
All air reservations may be made online or through a travel agency. The State of Utah Travel Office is our preferred agency.
Utah Travel Office Contact Information-
Email: stateofutahtravel@cbtravel.com
Phone: 800-367-3230.
Utah Travel Office will accept a Utah Tech PCard. If you do not have a PCard, please request for State Travel to charge our Travel PCard on file. State Travel will ask for your TA number (last 6 digits of Report ID found on Emburse Pre-Approval Report) to book your flight.
Utah Tech will cover or reimburse cost for 1 carry-on and 1 checked bag. Anything else will be considered personal unless a sufficient business purpose is provided and approved by supervisor and budget admin. Example: Traveling in which presentation material or supplies are needed and it is still more economical to fly rather than drive.
Change fees require explanation and approval from supervisor and budget admin.
Extra flight services and upgrades are NOT considered economical and will NOT be reimbursed unless there is a documented need and approval by supervisor and budget admin.
Example 1: Documented medical condition requires additional legroom or priority boarding. Employee provides medical documentation or note from doctor, submits a request in advance to supervisor explaining situation and receives written approval from supervisor and budget admin before booking flight. Explains this clearly in Travel Claim.
Example 2: Last-minute flight change or upgrade is due to flight cancellation or delay where the only available options requires an upgrade and approval was given and documented in Travel Claim.
Ground Transportation Options
University Fleet Vehicle
Reservations for Fleet vehicles are managed by Facilities.
Required Steps before Renting a Campus Vehicle
Tamara Gentry
Email: tamara.gentry@utahtech.edu
Phone Ext: 7566
Facilities will need your “Auto Bot (Encumbrance)” POID CR#, found at the bottom of the Travel Pre-Approval in Emburse. A fuel credit card will be provided with vehicle to cover all fuel expenses during the trip. These cards only work at certain gas stations. Facilities will provide further information on where the fuel cards are accepted.
You must complete the Defensive Driving course before driving any UT vehicle. Certification is good for 2 years.
Spouses are allowed to accompany you in UT vehicles, but are not allowed to drive them. Minor children are not allowed to travel in UT vehicles. If you are taking your children, please take or rent your own vehicle.
Fleet vehicle costs are charged monthy to your index code, after trip has occurred. There is no need to record an amount for this on the Travel Pre-Approval or Travel Claim.
University Bus
Please contact Don Steck at extension 2051 and fill out Bus Request Form
Bus Request Form
Bus costs are charged monthy to your index code, after trip has occurred. There is no need to record an amount for this on the Travel Pre-Approval or Travel Claim.
Rental Vehicle
Auto rentals should be made through the Utah Travel Office to ensure state insurance coverage and to take advantage of state contract rates. You can book with Utah Travel Office, or online with Enterprise or Hertz, using the promo codes listed below.
Personal vs. Rental Vehicle Cost Comparison
Utah Travel Office Contact Information-
Email: stateofutahtravel@cbtravel.com
Phone: 800-367-3230.
Promo Codes-
Enterprise: XZ47075
Hertz: 2257663
When booking, the reservation name and credit card must belong to the driver. You, as the UT employee, are the only authorized driver.
You should complete the Defensive Driving course before driving. Certification is good for 2 years.
You should only use other rental options when the Utah Travel Office cannot secure a vehicle for your travel needs. In this situation, the insurance coverage will need to be purchased with limits of 100,000/300,000/25,000 and full collision damage waiver insurance. Please provide documentation that Utah Travel Office was unable to secure a vehicle for you when you submit your Travel Claim.
If you do use other rental options when the Utah Travel Office could fulfill your request, you assume all responsibility and liability for the rental. Additionally, the University will only reimburse the traveler up to the State contract rate.
Personal Vehicle
Personal vehicle mileage is limited to a maximum of 1,000 miles per trip. If distance to travel location is close or greater than 500 miles (one way), you should fly or rent a car.
Personal vs. Rental Vehicle Cost Comparison
Mileage rates are based current IRS standard mileage rates. The current rate is $0.70 per mile.
Travel mileage should begin and end at your designated campus location (i.e. Utah Tech or remote site address) and should be logged. There is a log feature in Emburse that will calculate mileage based on all travel locations entered.
Personal Vehicle Mileage Log PDF Form
There is no state coverage for privately-owned vehicles. Only personal insurance covers you when you are using a personal vehicle for University travel. You should never drive a personal vehicle on University business if you do not have it insured.
Taxis, shuttles, trains, ride shares and buses
Use as needed when it is economically wise to do so.
Lodging
Lodging options include: hotels, short-term rentals, private homes
1. Hotels
2. Short-term rentals
3. Private homes – $20 per night
4. Timeshares – $90 per night
Hotel & Short-term Rentals-
An itemized hotel folio is needed as documentation. Extra services are considered personal unless a documented business purpose is provided and approved by supervisor and budget admin.
Travelers should book a standard room at non-luxury/moderately priced hotels. When lodging costs are deemed excessive, a documented business purpose is required and approved by supervisor and budget admin.
Standard lodging rates are based off of GSA (US General Services Administration) per diem rates for lodging.
Search GSA Standard Rate by Location
Meals
Business Meals During Travel
Should you have a business meal while traveling which includes paying for individuals who are not UT employees, you will need to report that separately and deduct the meal from your per diem for that day.
Business Meals Included with Travel
When meals are included in other travel costs (i.e. conference provides lunch), you should deduct these meals from your per diem for that day.
Student Group Travel Meals
If you are traveling with a UT group and choose to give the group members cash for meals, you will need to complete the Group Travel Meal Receipt form (insert link) and attach it to your Travel Claim.