General Travel Policy
All travel on behalf of the University and College requires prior approval.
Disclaimer: For your convenience, we’ve attempted to summarize some key points about travel procedures here; however, the Handbook of Business Procedures as well as any policies from the College trump anything written on this site.
Request Travel Authorization
Directions on arranging for travel for official UT business.
Funding
Reimbursement
International Travel
Information for traveling outside the United States.
Air Transportation
Directions for booking flights. Email RTF-Accounting@austin.utexas.edu if you have questions.
Ground Transportation
Travel with University Equipment
If you plan on taking university equipment off campus, please contact Miguel Alvarez and Rtf-accounting@austin.utexas.edu.
Travel with equipment within the U.S.
If you plan to travel with UT production equipment within in the U.S.…
- …further than 25 miles from the UT Austin campus OR on an aircraft, notify Equipment Checkout at least 10 days in advance of your proposed checkout date.
- …over a large body of water, let rtf-accounting@austin.utexas.edu determine if you need Ocean Cargo insurance. If you do, this must be requested no later than 10 days in advance of your proposed checkout date. You can expect to pay additional insurance premiums with this form. The amount of additional insurance premiums will depend on the dollar value of the equipment you are taking with you. (If you are traveling by vehicle within the contiguous United States and are not crossing over a large body of water —Lake Michigan, for example—while doing so, additional insurance is not required.)
International Travel with film equipment
International travel with University Equipment is allowed but additional approvals are required.
- If you are taking production equipment, your travel MUST BE APPROVED and all required documents must be received before equipment can be checked out.
- If traveling over a large body of water, you may need Ocean Cargo Insurance, which must be requested 30 days prior to your equipment checkout date. Contact rtf-accounting@austin.utexas.edu for more information.
- International travel MAY require a Carnet*; depending on which countries you travel to or through. You must obtain the Carnet BEFORE you check out equipment. In order to get the Carnet, you will need specific information from Equipment Checkout (serial numbers of equipment for example), so you must decide on your equipment before you obtain the Carnet.
- You will owe RTF for any equipment that is seized when you enter or exit a country without a valid Carnet (or if you did not follow Carnet procedures).
*About Carnets...
What is a Carnet, and why do you need one?
Carnets are international customs documents that simplify customs procedures for the temporary importation of various types of goods. There are two types of Carnets:
- ATA Carnets ease the temporary importation of commercial samples (CS), professional equipment (PE), and goods for exhibitions and fairs (EF). They facilitate international business by avoiding extensive customs procedures, eliminating payment of duties and value-added taxes (minimum 20% in Europe, 27% in China), and replacing the purchase of temporary import bonds.
- TECRO/AIT Carnets, used between the U.S. and Taiwan only, appear similar to, and serve the same function as the ATA Carnet. TECRO/AIT Carnets result from a bilateral agreement between the US and Taiwan, covering only commercial samples (CS), and professional equipment (PE).
Carnets save time, effort, and money. They:
- May be used for unlimited exits from and entries into the U.S. and foreign countries (Carnets are valid for one year),
- Are accepted in over 75 countries and territories,
- Eliminate value-added taxes (VAT), duties, and the posting of security normally required at the time of importation.
- Simplify customs procedures. Carnets allow a temporary exporter to use a single document for all customs transactions, make arrangements in advance, and at a predetermined cost.
- Facilitate reentry into the U.S. by eliminating the need to register the goods with U.S. Customs at the time of departure.
INDIVIDUALS are responsible for obtaining their Carnets in advance, paying for the Carnet, and following Carnet protocol. There are serious financial consequences for not following Carnet protocols, so pay attention to their instructions.
Which countries are Carnet countries?
Because this list is subject to change without notice at any time, check with United States Council for International Business.
How much does a Carnet cost?
- The cost is based on the dollar value of the equipment AND how soon you need to receive your Carnet.
- See ATA Carnet FAQs.