IMPORTANT: Prior approval from EDP must be obtained before making any purchases/hires or traveling. Be sure to submit requests as far in advance as possible - purchase  

Purchase and travel requests must be submitted a minimum of 2 weeks in advance, and Service for Hire, International Travel and Faculty Travel Grant requests must be submitted at least 4 weeks in advance.

EDP is very rarely able to pay/reimburse without prior approval, and UT has very stringent rules around how travel, purchases and contracts must be handled.

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

DOMESTIC TRAVEL: 

• Upload the required documentation as a single PDF attachment to the TAR.
  • If presenting paper: abstract/description of paper and email/other confirmation of acceptance.
  • If attending conference or meeting: agenda/description and email/other confirmation of invitation.
  • Research/other activities: statement of work and other pertinent documentation.
    • If on a grant, include a proposal and/or budget narrative that provides context and documents the need for the travel.
    • If consulting work, confirm that outside employment was approved and include a written invitation.
• Faculty Travel Grant, submit prior to completing TAR. 

INTERNATIONAL TRAVEL: 

• Verify that the traveler has provided the name of colleague(s) assuming duties, including chair and administrative duties.
• Verify that conference and travel dates match; provide an explanation in the “Request Notes” section of the TAR if the travel dates are more than one day before or after the conference dates.
• Add account and other required information.
• “International Travel” must be marked “Yes.”
• Upload the required documentation as a single PDF attachment to the TAR.
  • If presenting paper: abstract/description of paper and email/other confirmation of acceptance.
  • If attending conference or meeting: agenda/description and email/other confirmation of invitation.
  • Research/other activities: statement of work and other pertinent documentation.
    • If on a grant, include a proposal and/or budget narrative that provides context and documents the need for the travel.
    • If consulting work, confirm that outside employment was approved and include a written invitation.
• Check the restricted region status at https://global.utexas.edu/risk/travel/restricted-regions/list.
  • If the destination is not a restricted region, add to “Request Notes”: “Not a restricted region.”
  • If the destination is a restricted region, go to https://global.utexas.edu/risk/travel for procedures and required paperwork.
    
    • Attached the completed forms, signed by the traveler, Chair, and Dean's Delegate to your TAR
    • Attach the IOC approval letter as a second PDF attachment to the TAR.

Step 3: Approval

EDP will obtain approvals and contact you with any questions. 

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

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. 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 receipts. 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  must be entered by the faculty member into the ISOS ITR 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