UTEP Student Travel Policy
Travel is an integral component of an education at UTEP, helping students gain knowledge and foster relationships across regions, nations and continents. Students attend student organization conferences, international business tours and study abroad programs to build connections that will prove vital in future careers. Academic travel like studying in China or attending corporate tours for an MBA class gives students insight into how companies manage operations and make decisions worldwide.
The University’s Student Travel Policy seeks to promote safe and responsible travel by Students attending events or activities which contribute to its mission of research, discovery, teaching and learning, community engagement and public service. It serves as a guide for Student travel while supporting compliance with State and University rules and regulations.
As per University policy, student travel arrangements must be booked through a UT System contracted travel agency in order to purchase airfare and cover other related costs. Any arrangements made outside the University travel agency must be documented as constructive airfare with proof from one of these contracted agencies showing commercial air as the prevailing rate; failing which will prevent reimbursement of airfare expenses.
All international travel must be coordinated through a UTEP-contracted travel agency for airfare purchases and any associated expenses such as hotels or car rentals, without exception. Any arrangements made outside this university travel agency for international airfare purchases would be considered unofficial and are therefore ineligible for reimbursement. UTEP-contracted international travel agencies must also be used when purchasing insurance covering international travelers such as medical evacuation coverage and repatriation coverage that is mandatory when traveling internationally on University business – these policies must also enroll them into On Call International program as required enrollment must also be mandatory in addition.
If your department is paying for your trip, a travel organizer will create an appropriate trip in Miners Travel and email all participants a link with login instructions to access it. Each individual participant needs to enter their personal data into their trip before clicking submit to start the approval sequence; once all items/paperwork have been entered into Miners Travel for review by approval sequence, final approval of trip can occur.
Once approved by the Travel Registry, all travel costs must be paid in cash, personal check or money order and delivered with your Document Tracking Number (DTN) to the VPBA Office. Both should be made out to The University of Texas at El Paso and sign by an authorized signer from UTREP; any payments submitted for audit by personal payment providers are also subject to audit by UTREP; in addition, foreign travel is subject to both UT System International Travel Policy requirements as well as country regulations if requiring visa processing; be sure to allow enough time.