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Prior approval for all business travel , funded and at no cost(whether or not it is funded), is required for a faculty/staff absence from campus for periods of half a day (4 hours) or more during normal working periods. . This includes Aug-May for all faculty. If you have a summer teaching or admin appointment, then it includes those dates as well. Travelers should submit the REQ /RTA at least 7 days prior to trip departure for Domestic Travel and non-restricted Foreign, or 35 days before for Foreign Restricted-Regions. Funded business travel requires a RTA on file September - August. No cost/unfunded business travel requires a RTA on file September – May, unless appointed over the summer. |
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Travel expenses may be submitted for reimbursement upon completion of trip. Access the REQ/Travel Reimbursement How-To-Complete Form resource Access the REQ/Travel Reimbursement Online Form |
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Request for Travel Authorization
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(RTA)
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Log on to the UT Direct Requests Home site: https://utdirect.utexas.edu/apps/services/requests/
Complete the Travel Authorization Request electronic form.
This electronic request must be routed through a hierarchy for approvals. Assign your request to the Area Head/Area group.
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The request will then route as follows: Assign to Area Head/group > Assign to Finance Group (00259)
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You must obtain a fully-approved RTA before your departure date. You will receive an email once your RTA is final approved. Create a Request for Travel Authorization
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When your request is approved, you'll receive a UT generated email with the subject Request for Travel Authorization (RTA) TV######### approved.
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To locate someone's EID, in the Assign tab select “Assign to UT EID”, in the EID field select the question mark button to search for the person/EID, enter EID in field. |
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Request for Travel Reimbursement
After your trip, Create a Request for Travel Reimbursement
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Foreign Restricted Regions
Must complete all steps below at least 5 weeks before departure. Texas Global must approve your travel in advance and needs time to review.
See Current Restricted Regions List every time you plan foreign travel--it changes frequently.
You must still also route an RTA REQ to your area head. Attach the approval from TX Global to the REQ.
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Faculty Travel
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Grants (from the Graduate School)
Eligible faculty may receive up to $1400 per academic year for travel expenses to present original papers at scholarly and professional meetings.
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Read more about this policy in the UT Handbook.
Apply for the Faculty Travel Grant here: https://
gradschoolprovost.utexas.edu/the-office/faculty-affairs/faculty-travel-grants
While completing the REQ/Request for Travel Authorization Form, under Traveler Information, select “YES” to Will a Faculty Travel Grant be used to pay for part or all of the travel?
The REQ will auto populate the FTG account 30-9400-0557. The traveler must add a second account per FTG rules as a precaution to direct billed transportation over the approved grant amount. This second account could be Area Travel, Research & Travel, or any other travel eligible account accessible by traveler. If traveler anticipates only using up to the $1400 in FTG enter $1 for the second account. Per FTG rules not adding a second account is not an option. The FTG will not be considered without one.
Route the REQ/Request for Travel Authorization as instructed and complete the FTG application via the Graduate School site (link under 1b above).
The Finance Office will certify the RTA information directly to the FTG.
The FTG has been approved once the traveler receives an email directly from Faculty Affairs at facultyaffairs@utexas.edu with the subject line: Faculty Travel Grant Approval Notice – FTG Approval. See image
If the traveler has not received the approval email prior to the travel departure date please contact Michelle Belisle immediately to ensure all steps were executed accordingly.
How do I request a Cash Advance for Travel?
A currently appointed employee may be eligible for a cash advance for travel if any of the following circumstances apply/
After you are approved for funding, complete a Travel Authorization REQ as usual.
After Travel is complete, note “FTG acct” as the acct on your reimbursement REQ.
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Cash Advance for Travel
Cash advances are available for business travel in certain cases. To learn more, read: https://financials.utexas.edu/hbp/part-11/4-cash-advance
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Travel is to an Isolated Region
Travel is more than one week
Traveler is accompanying students are part of a Study Abroad program
Travel is accompanying a Student Trip
Financial Hardship (traveler has no credit card)
A Cash Advance cannot be requested for travel that can be direct billed (airfare and rental car) or paid via the procard (conference registration fees)
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A Cash Advance Request must be submitted no less than 10 business days prior to the travel dates and cannot be submitted without an approved Request for Travel Authorization (RTA) Access form here Travel Cash Advance Request Form
Once the Request for Travel Authorization email has been received the traveler completes the Travel Cash Advance Request Form, print on letterhead, and submit to the Finance Office, Michelle Belisle.
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Within the form the Department Reviewer is Erik Felthauser, 512-232-5317, elf5@mail.utexas.edu
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Unused funds must be returned to the University upon completion of the trip.
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Traveler will need to submit the REQ/Travel Reimbursement form via the Request Forms system, same as standard travel, with eligible paid receipts. The Finance Office will create the Cash Advance Reconciliation and notify traveler if funds are due back.
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Traveler will need to sign the Reconciliation form and submit a check for funds made out to the University of Texas at Austin.
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If travel expenses equal or are over the received Cash Advance the traveler will sign the reconciliation form, no funds will need to be returned.
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Travel Rules and Guidelines
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