UAH Travel Policy — SMAP Center Full narration transcript · 3 min 41 sec ============================================================ SCENE 0 — Title [0:00] ------------------------------------------------------------ Getting ready to travel for The University of Alabama in Huntsville? Before you pack a bag or book a flight, let's walk through UAH's travel policy — so your trip goes smoothly and your reimbursement doesn't hit a snag. SCENE 1 — Travel Authorization [0:13] ------------------------------------------------------------ First, every trip needs approval in advance. Submit a travel authorization form to the SMAP Center so it can be routed for the required signatures. If you're traveling in support of a government customer, include documentation that the government approved the trip, along with your UAH authorization. Here's the key: get your travel authorization approved before you book anything. Booking first means you'll need a written justification after the fact, and it can put your reimbursement at risk. So sign early, and protect your wallet. SCENE 2 — Booking Airfare & the Points Trap [0:44] ------------------------------------------------------------ Next, airfare. UAH requires everyone to book the lowest available coach or economy fare. And there are exactly two ways to pay for your ticket: use your own personal credit card, or use the SMAP Center's designated travel agent. That's it — no hybrid payments, no airline points, no flight credits, no exceptions. Be careful with points and credits. UAH will not reimburse the value of airline points or flight credits, even if you can prove they came straight from your personal card. So if you cancel a personal trip and end up with an airline credit, don't use it for a UAH business trip. Between the two options, the SMAP Center's travel agent is the safest. You never float the cost on your own card, and you're not stuck managing flight credits if your plans change. If you do pay with your personal card, save two things: the official itinerary, and the final receipt that shows how you paid. One more trap. If the airline offers to make your ticket refundable for an extra fee, do not select it. UAH will not reimburse that surcharge. If you decided to add it for your own peace of mind you'll have to personally cover that cost. UAH covers the base coach or economy fare, and that's it. SCENE 3 — Mileage to the Airport [1:59] ------------------------------------------------------------ Driving to the airport? You can claim personal mileage, but it's capped at ten miles each way — the official distance from UAH campus to the airport — no matter how far you live from it. SCENE 4 — Ground Transportation & Rental Cars [2:10] ------------------------------------------------------------ Once you land, getting around is simple. Taxis, rideshares, subways, and airport shuttles are all reimbursable — just keep your receipts. If you need a rental car, UAH covers a compact or mid-size vehicle. One important detail: rent it in the name of both the University and you, the traveler. That automatically triggers UAH's corporate liability insurance. Because you're already covered, decline the counter's collision damage waiver and loss damage waiver. For domestic travel, UAH won't reimburse those add-on insurance fees. SCENE 5 — Lodging, Meals & What's Not Covered [2:44] ------------------------------------------------------------ Checking out of your hotel? A basic credit card slip or a travel-agency confirmation email won't be enough. You need a fully itemized hotel folio that lists the daily room rate and taxes, line by line. Meals are easier. You don't need to save fast-food receipts — UAH uses a flat GSA per diem rate based on your destination city. Just remember the seventy-five percent rule: on your first and last travel days, you're eligible for seventy-five percent of the standard daily meal allowance. And a few things UAH will not cover: hotel movies, alcohol, and personal travel insurance. Leave those off the University's tab. SCENE 6 — Close [3:26] ------------------------------------------------------------ So here's the policy in a nutshell: get authorized first, book the right way, keep your receipts and your hotel folio, and know what's covered. When in doubt, contact the SMAP Center before you book — we're here to help your travel go smoothly. Safe travels!