Travel and Insurance Tips from Risk Management
Requests for authorization to travel from UHCL shall be transmitted through proper administrative channels for approval prior to traveling. An annual Travel Authorization is recommended for approval of local travel for budgetary purposes. No more than 10 employees are allowed to travel on one flight or per commercial carrier.
Hotel Occupancy Taxes
A University employee traveling on official state business within Texas is exempt from paying the state hotel occupancy taxes collected by a commercial lodging establishment. A University employee is not exempt from paying the county or local hotel occupancy tax. Forms available from The Travel Office.
Out-of-State Travel Reimbursement – Lodging and Meals
State employees use the Meals and Lodging Schedule for out-of-state travel within the continental United States. Employees who travel to Alaska, Hawaii, Canada, Mexico, or any U.S. possession may be reimbursed for their actual meals and lodging expenses, provided prior written approval is obtained from The Travel Office.
Contract Air Fares
In accordance with the General Services Commission travel rules, contract airfares are required use by all executive-branch state agencies, including institutions of higher education. These fares may be used only for state business travel. Contract airfares are not for personal travel.
Private Motor Vehicles
Employees traveling by personally owned or leased motor vehicles may be reimbursed for mileage in accordance with University policies. Mileage is based on the shortest highway distance and is determined by “Mapquest”. No additional expenses incidental to the operation of the motor vehicles are allowed. In the event of an accident the vehicle owner’s insurance coverage is primary for damages and the employee’s injuries would be covered by worker’s compensation (obtain a Travel Authorization for a trip over 25 miles, or an annual Travel Authorization for local travel and document what portions of your trip are for business. Student, visitor, or guest travel is discouraged in a private motor vehicle. Exceptions are made when the vehicle owner’s insurance coverage shows adequate PIP, a release (available from Purchasing) is obtained from the riders, and riders show proof of adequate health insurance. Only approved drivers may transport students, visitors, or guests. The State Office of Risk Management recommends that each employee complete a Defensive Driving course every three years. Paid employees are required to be drivers when transporting students, visitors, or guests.
University (State Vehicles)
Only persons authorized by UHCL may drive State owned or UHCL leased vehicles. Employees desiring to be an approved driver must complete a Motor Vehicle Record Evaluation Request in Human Resources and wait for an approval letter from UHCL Police Department prior to driving a State Vehicle. No employee shall use any State owned vehicle except for official university business. The State Office of Risk Management recommends that each employee complete a Defensive Driving course every three years. UHCL Risk Management recommends that individuals pull over and stop to use a cell phone. UHCL purchases state required collision coverage only and no comprehensive vehicle coverage. Therefore departments are responsible for up to a $1,000 deductible, and repair costs to the State vehicle. If a State Vehicle is going to be taken out of the 48 contiguous United States contact UHCL’s Risk Management at (281)283-2106 to make special insurance arrangements. An employee’s injuries would be covered by worker’s compensation. When a student, visitor, or guest travels in State Vehicles for Field Trips a release (available from Purchasing) is obtained from the riders, and drivers are encouraged to check that riders have proof of adequate health insurance. To transport students, visitors, or guests a driver must be a paid employee and an approved driver.
Rental Car Contracts
The General Services Commission and UHCL negotiate contracts with several rental car agencies. Travelers are required to use any of the approved vendors. Most rates include unlimited free mileage, free Loss Damage Waiver, and free primary liability coverage.
An employee’s injuries would be covered by worker’s compensation. Confirmation of all charges is the responsibility of the traveler and should be obtained when reservations are made. For all approved vendors, the rates and provisions of the contract apply only at locations within the 48 contiguous United States and in Puerto Rico (Alaska and Hawaii are not included). Also, provisions for taking a contracted rental vehicle out of the U.S. and across state lines vary from company to company and, in some cases, from location to location. If you plan to take the vehicle out of state or out of the country, e.g., to Canada or Mexico, you should ask about these policies at the time you make reservations. Contract provisions vary with each vendor, and each vendor should be contacted regarding secondary drivers, one-way rentals, personal rentals, extended rentals, Mexico/Canada rentals, off-road provisions, van/group rentals, accidents, contract violations, emergency road service, premium cities, airport access fees, special city taxes (Sports Authority taxes), availability of wheelchair vans, and other restrictions. Rental vehicles must have a value under $50,000 or the employee’s department is responsible for any excess value. Department’s may be responsible for up to a $1,500 deductible. UHCL Risk Management highly recommends that individuals pull over and stop use a cell phone.
Rental exception (e.g., locations without contracted rental agencies): When an exception to the State General Services Commission contracts with vehicle rental agencies is made in accordance with the University of Houston System Administrative Memorandum on Business Use of Vehicles, 03.E.06, the rental contract shall require similar coverage including purchasing a physical damage waiver, and a primary liability coverage.
Student, visitor, or guest riders in rental vehicles: In addition, when students, visitors, or guests are transported in a rental vehicle the rental contract shall include the purchase of personal injury (PIP), and personal effects insurance (PEP). To transport students, visitors, or guests a driver must be a paid employee and an approved driver. When a student, visitor, or guest travel in Rental Vehicles for Field Trips a release (available from Purchasing) is obtained from the riders, and drivers are encouraged to check that riders have proof of adequate health insurance. If more than 10 students, visitors, or guests are riders contracting with a commercial bus service is recommended, or rental of more than one vehicle is recommended. The State Office of Risk Management recommends that employee’s to complete a Defensive Driving course every three years. UHCL Risk Management highly recommends that individuals pull over and stop use a cell phone.
Aircraft and Watercraft: For Charter and/or rental of aircraft and/or watercraft please contact UHCL’s Risk Management at 281-283-2106.
Benefits of Compliance
Approval of reimbursement amounts prior to traveling ensures an adequate budget.
The employee(s) benefit from Worker’s Compensation coverage while on business travel. The employee(s) benefit from $1,000,000 liability and uninsured / underinsured motorist coverage while driving State and hired vehicles. Employee(s) benefit from $250,000 accidental death and dismemberment coverage up to for 10 employees when traveling beyond the Houston area, including War Risk areas. An additional $1,000 of coverage is paid when you wear your seat belt.
Additional information can be found at:
Business Use of Vehicles, and Travel by Students to Component University Funded Activity.
If you: need any additional information, need to make arrangements for special insurance coverage, or have additional questions, please contact Risk Management at 281-283-2106.
For Travel policies, please contact UHCL Travel Office at 281-283-2270
