ut dallas travel policy

List of Academic Policies and Procedures

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Travel Information

Traveling to the u.s. from abroad.

For students who are traveling to UT Dallas for the spring 2021 semester, and for those who are traveling abroad during the winter break and returning for the spring 2021 semester, please be informed that University Housing will follow CDC guidelines on quarantine protocols. Current guidelines do not require quarantine upon return to the United States. However, this guidance could change, and students returning from abroad should be prepared to quarantine for up to a 14-day period prior to moving to campus.

More information about locations to stay prior to returning to campus will be provided on the University Housing website at a later date.

If a quarantine period is required, students also will be asked to provide University Housing with an official document, such as a boarding pass or flight itinerary, that includes their date of arrival into the United States. This document must be provided before students are allowed to move into their housing assignment. We also may ask students to provide the location that they chose to complete the self quarantine requirement.

We appreciate your understanding and cooperation.

University Housing

University Housing Office Andromeda Hall 955 North Loop Road Richardson, Texas 75080 972-883-7430 [email protected]

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The Office of Budget and Finance

• Group / Student Travel

Group Travel

Group travel is when more than 9 people are traveling at the same time to the same destination. Group Travel can only be booked by one of the University’s contracted travel agencies.

When booking travel for a group, remember that

• Airlines define a “group” as 9 or more individuals traveling to the same destination at the same time by the same method.
• Groups of 9 or more individuals traveling to the same destination are not eligible for State of Texas contract airfare.

Student Travel

For international travel purposes, Research Assistants, Teaching Assistants, and Teaching Associates are considered students.

• UTDBP3023: Travel and Risk-Related Activities Policy
• UTDPP1108: International Travel Policy
• UTDPP1092: International Oversight Committee

All required forms and specific requirements must be submitted at least 15 business days prior to departure. Authorization for travel must be obtained prior to departure. Travel arrangements should not be made without appropriate authorization.

• Dean of Student’s Travel Guidelines for University information and rules about student travel
• International Travel Guidelines

General forms

International

Learn how to obtain travel authorization, and about restrictions for University-sponsored outbound international travel at the International Risk and Safety  Get Travel Authorization webpage .

Learn more about the University insurance program and fees for sponsored outbound international travel at the International Risk and Safety  Know Your Insurance webpage.

If after reading the information on the site you have more questions or need more information, contact International Risk and Safety at [email protected] .

International – Personal Travel

Contact International Risk and Safety for more information at [email protected] .

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International Oversight Committee

• International Travel Policy

The International Oversight Committee (IOC) includes representatives from across campus, including faculty members, administrative leaders, and international travel and risk specialists, and has been established to:

• Assess levels of risk for University International Travel occurring or proposed to take place in High Risk areas, including consideration of the purpose, goals, and value of the travel assessed;
• Evaluate risk mitigation plans, including UT Dallas’s ability to assist in an emergency;
• Grant committee-level approval of University International Travel to High Risk areas, with the right to re-assess or withdraw travel approval at any time;
• Participate in the University’s international emergency response, by providing analysis of risk mitigation options when appropriate;
• Develop guidelines and formulate policies to maintain the health and safety of UT Dallas Travelers who participate in University International Travel.

International Risk and Safety facilitates the administrative aspects of the IOC functions.  If you have any questions regarding the IOC or want to communicate with this committee, please send an e-mail to [email protected] .

The University of Texas at Dallas International Center 800 W. Campbell Rd. SSB 3.400 Richardson, TX 75080-3021

972-883-4715

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• International Center
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Proof of Insurance

Blue Cross Blue Shield sends one insurance card per school year to policy holders. The card is mailed to the address on record in Orion as of Census Day. In your first semester of coverage, you should receive an insurance card two-to-four weeks after Census Day.

Because eligibility for UT SHIP is contingent upon enrollment at UT Dallas, insurance cards cannot be sent until a student is officially registered, which is Census Day.

Interim Coverage Letter

An Interim Coverage Letter may be needed if you need to receive medical treatment or fill a prescription between the start date of the current semester’s insurance policy and the time you receive your insurance card. The letter will serve as your temporary proof of insurance until the insurance company can mail your official insurance card.

Print an interim coverage letter

Visit https://www3.academichealthplans.com/findCoverage .

Find your Member ID/ print an interim coverage letter. You will need the Member ID to setup your account with BCBS member services.

Print a card or request an insurance card

Visit https://mybam.bcbstx.com/ .

You will need to register and provide your member ID number which is your policy number. You will need to enter the numbers only and omit the letters ZGP. For more information about your insurance card, you can contact Academic Health Plans at 855-247-7587 or https://help.ahpcare.com/ for assistance.

Digital Health Insurance Card

View a guide for accessing a digital access card (pdf)

Academic Blue Portal Student Health Insurance Plan

View a quick start guide (pdf)

Student Health Insurance

800 W. Campbell Road Richardson, Texas 75080-3021

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UTD Travel and Entertainment Report

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Travel Expenses - UTDBP3104

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Travel Expenses

Policy Statement

The University of Texas at Dallas travel policy is intended to provide for the reasonable needs of travelers, control travel expenditures, and comply with UT System Policies, State and Federal Rules and Regulations. All travel reimbursements must be for actual, reasonable and necessary expenses, incurred for official University business, and authorized by the appropriate supervisor. Travel must be authorized in writing prior to incurring any travel related expenses. Airfare arrangements must be booked through one of the contracted travel agencies. Information on travel agencies as well as The University of Texas at Dallas travel reimbursement policy, procedures and guidelines, including the current travel agents and car rental agents can be found on the Arranging Travel Page . Some sources of institutional funds (such as gifts or grants) may impose additional restrictions and approvals on travelers.

Employee travel must be planned and conducted to achieve economy and efficiency considering all relevant circumstances while complying with this policy and related guidelines or procedures. Travel expenses must be reasonable, appropriately documented and properly authorized.

Guidelines for Travel Expenses

Lodging: Conference Hotel expenses will be paid or reimbursed at the standard conference rate. Non-conference hotel expenses should be reasonable but may not exceed the GSA lodging allowance without approval from the traveler's Fiscal Officer, Dean or Vice President.

Meals: Employees in travel status overnight will be reimbursed the lesser of the actual cost of meals or the GSA meals allowance. Travelers who do not incur an overnight stay are not eligible for meal reimbursement.

Transportation:

• Rental vehicles will be reimbursed or paid via direct bill for university business. The university's contracted car rental company's rental cost includes insurance coverage. If a rental vehicle is used for both personal and University business, only the portion attributable to University business will be reimbursed.
• Mileage reimbursement shall be based on the shortest, most cost effective and reasonably safe route.

University faculty or staff may only be reimbursed for actual expenses incurred. Travelers may be required to submit a supplemental explanation or other documentation to substantiate charges that exceed established guidelines.

Additional guidance and travel forms can be found on the Procurement Travel Management Page .

Related IRS Publications

Business Travel Expenses Travel Documentation

Policy History

• Issued: 2016-03-14

Policy Links

• Permalink for this policy: https://policy.utdallas.edu/utdbp3104
• Link to PDF version: https://policy.utdallas.edu/utdbp3104/makepdf
• Link to printable version: https://policy.utdallas.edu/utdbp3104/makeprint
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Make an Appointment at a Passport Agency

Life-or-Death Emergencies

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Our passport agencies and centers :

• Process all applications we receive from acceptance facilities and by mail, and
• Serve customers by appointment only who have urgent travel to a foreign country in the next 14 calendar days, or need a foreign visa in the next 28 calendar days

The U.S. Department of State runs each passport agency and center. An agency and center is different than acceptance facilities which may include post offices, libraries, and local government offices.

Avoid the stress of needing to visit a passport agency or center for urgent travel. Apply early at an  acceptance facility  or  renew by mail .

Steps to Make an Appointment for Urgent Travel

I have not yet applied.

Follow these steps to make an appointment:

• Go to our  Online Passport Appointment System .
• Enter information about your travel plans to see if you qualify for an appointment. You may make an appointment for up to seven members of your household.
• Enter your email address. We will email you a code which you must enter to continue making an appointment. Check your junk or spam folder if you do not see the code in your inbox.
• Enter your mobile phone number. We will send you a text message with another code you must enter to continue making an appointment.
• Complete the process of scheduling your appointment. 
• Check your email for a message confirming the details of your appointment. The system will hold your appointment for 15 minutes. If you do not confirm your appointment within 15 minutes, you will need to start over.
• If you need to cancel or change the appointment, click the link in the confirmation email to get information about your appointment. 

I have already applied

• Call  1-877-487-2778  from 8:00 a.m. to 10:00 p.m. Eastern Time on Mondays through Fridays, or on Saturdays and Sundays from 10:00 a.m. to 3:00 p.m. Se habla español. 

If you are deaf or hard of hearing, call  1-888-874-7793  for TDD/TTY teletype services. 

• We will provide you unique information that we will check on the day of your appointment to confirm your appointment is legitimate. If you are not the appointment holder, the passport agency or center will not be able to see you.
• If you need to cancel or change your appointment, please call us. We will give your appointment to a new customer calling to make an appointment. You cannot transfer your appointment.

Frequently Asked Questions

How do i know which location is processing my application and has my documents.

The first two digits of your nine-digit passport application locator number allow you to know which agency or center is working on your application. You can find your application locator number by checking our Online Passport Status System . 

How and when should I contact a passport agency or center by mail?

You can find an agency or center's mailing address on each agency or center webpage. You can contact our locations by mail if:

We sent you a letter : If we need more information to process your application , we will send you a letter in the mail. Send the information to the full mailing address in Sterling, VA listed on your letter. Do not send information to the agency’s physical address.

Map of Passport Office Locations

Make an appointment at a passport agency or center.

We have two types of appointments: Life-or-Death Emergency Service and Urgent Travel Service . You cannot walk-in. 

Not Yet Applied : Make an appointment online

Already Applied : Call  1-877-487-2778 . Se habla español.

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