Travel Instructions

Step 1: Who will be paying for the trip? 

If using a UT account, you will need the account #. If you do not know your account #, contact the EDP Accountant.

Step 2: Submit the Travel Request Form

Fill out a

Step 3: Approval

EDP will obtain approvals and contact you with any questions. 

When approved, you'll receive a notification email with your RTA and DOC ID #s.

Note: For Faculty Travel Grants, approval comes in the form of 2 emails - the 1st is general approval to travel (RTA), the 2nd is approval for use of Faculty Travel Grant funds. 

Step 4: Book your travel!

Flights: If a UT account will be used to pay for the trip, we recommend booking via UT’s Concur system or by calling one of UT's Travel Agencies so the charges can be direct-billed to UT. You’ll just need your RTA and DOC ID #s from your confirmation email to book.

Note: flights booked yourself online through the airline are reimbursable (after your trip), but NOT flights booked through non-UT travel agencies.

Hotel: Lodging is reimbursement-only.

Rental Cars: If a UT account will be used to pay for the trip, you can either book your rental car and turn in receipts after your trip for reimbursement, or see how to direct-bill rental cars here.

Step 5: Submit your receipts

If UT is paying for any of your travel, you must submit itemized receipts to the EDP Business Services Coordinator for processing within 30 days of your return (Note: due to a staff departure, please temporarily send these to Kim). Be sure to include receipts for anything direct-billed as well (e.g. flights)!

• Receipts must be itemized.
• Meal reimbursements: the department reimburses based on current per-diem meal rates, so it is not necessary to submit meal reciepts. Please note that a partial per-diem applies for partial-day travel (e.g. evening departures / morning returns).
• Lodging: hotel bills must be itemized and show your name, rate for single occupancy, and the dates applicable to the approved travel. If sharing a room, your bill must show your name and charges only.

Note: we recommend setting up Direct Deposit for reimbursements. This is separate from payroll Direct Deposit.

Travel Resources

Concur Login

International Travel
Per the Chancellor's 2010 directive, any international travel reservations made through sources other than Concur or a contract UT agency (Anthony Travel / Corporate Travel Planners) must be entered by the faculty member into the ISOS database.

Submit a Travel Request
A Travel Request Form must be submitted in advance for each absence of a faculty member from regular duties (HOP 7.28).

Travel Management Services (TMS)

Travel Planning

Travel Reimbursements Policies & FAQ

Travel Request Policies & FAQs

Paying someone for Services / Work

Fill out the Form below and send to Julie Nguyento the EDP Business Services Coordinator a minimum of 4 weeks prior to any services/work occurring.

IMPORTANT: UT and the COE Dean’s Office require prior approval for services before any work has begun. Except in very rare circumstances, EDP cannot pay for services without prior approval.

Software/Licenses

Email Julie NguyenEmail the EDP Business Services Coordinator with:

1. The software or license you wish to purchase/renew
2. If it will be used for your regular job duties/teaching or for research
3. What funds you plan on using

Office Supplies for Teaching or Research

Be sure what you’re needing isn’t already available in the EDP main office. If not, email Julie Nguyen and let her know email the EDP Business Services Coordinator and specify what you need (please be as detailed/specific as possible).

Office supplies for Research

Email Julie Nguyen and let her know what you need (with as much detail as possible), and , as well as what funds you wish to use.

Food/Beverage Purchases

Food and beverage purchasing often takes special paperwork due to UT "entertainment" purchasing rules. To purchase food/beverages for an event, meeting, or for other UT-related purposes, contact Julie Nguyen.the EDP Business Services Coordinator. 

A request outside the prior approval timeframe (4 weeks in advance for service-for-hire and Faculty Travel Grant requests, 2 weeks for all other purchasing/travel) requires an explanation memo from the faculty member. The memo must be submitted via email to Julie Nguyen, who to the EDP Business Services Coordinator, who will obtain the necessary approvals before proceeding with the request.

All late requests require EDP Chair approval; depending on request type and timing, additional approvals may be needed. Late requests are not always approved - it is therefore important all requests be made within the required prior approval timeline.

Explanation Memo for Late Purchase/Service/Travel Requests (Required):