Travel Reimbursement Request

What's Your Question? 

How do I submit an Request for Travel Authorization?

The primary purpose of a Request for Travel Authorization (RTA) is to approve and authorize employees for UT business travel. 

1.  Log on to the UT Direct Requests Home site: https://utdirect.utexas.edu/apps/services/requests/
2. Complete the Travel Authorization Request electronic form.  
   1. This electronic request must be routed through a hierarchy for approvals. Assign your request to the Area Head. 
      1. The request will then route as follows: Assign to Area Head > Assign to Division Head > Assign to Finance Office (Patricia/ps3496)
      2. Visit the Create a Request for Travel Authorization page for detailed instructions on how to assign it to an Area or Division Head for review/approval.

3. When you request is approved, you'll receive a UT generated email with the subject Request for Travel Authorization (RTA) TV######### approved. 

    See Email Example

   

How do I request a Faculty Travel Grant?

1. Eligible faculty may receive up to $1200 per academic year for travel expenses to present original papers at scholarly and professional meetings. 
   1. Read more about this policy in the UT Handbook. 
2. 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?
3. The REQ will auto populate the FTG account 30-0006-6051.  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/Division Travel, Research & Travel, or any other travel eligible account accessible by traveler.  If traveler anticipates only using up to the $1200 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. 
4. Route the REQ/Request for Travel Authorization as instructed and complete the FTG application via the Graduate School site.
5. The Finance Office will certify the RTA information directly to the FTG.
6. The FTG has been approved once the traveler receives an email directly from Lisa Jaskolka with the subject line: Faculty Travel Grant Approval Notice – FTG Approval.  See image
7. If the traveler has not received the approval email prior to the travel departure date please contact Patricia Semenov immediately to ensure all steps were executed accordingly.

How do I request a Cash Advance for Travel?

1. A currently appointed employee may be eligible for a cash advance for travel if any of the following circumstances apply:
   1. Travel is to an Isolated Region
   2. Travel is more than one week
   3. Traveler is accompanying students are part of a Study Abroad program
   4. Travel is accompanying a Student Trip
   5. Financial Hardship (traveler has no credit card)
2. 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)
3. 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, Patricia Semenov.
   1. Within the form the Department Reviewer is Lizeth Salinas, 512-232-5317, Lizeth @austin.utexas.edu
   2. Department Contact is Patricia Semenov, 512-232-7978, patricia.semenov@austin.utexas.edu
4. Cash Advance checks are held for pick-up in MAI 132 on the date check needed in the form. The traveler will need to take a ID and sign a promissory note.
5. Cash Advances follow the same Travel Reimbursement guidelines and requirements except that they are due no later than two weeks after the date of travel ended.
6. Unused funds must be returned to the University upon completion of the trip.
7. 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.
8. Traveler will need to sign the Reconciliation form and submit a check for funds made out to the University of Texas at Austin.
9. 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.
10. Failure to follow the Cash Advance for Travel guidelines and meet the expected reconciliation date may result in a denial of future Cash Advance Requests.
    
    

Travel Rules and Guidelines

It is the responsibility of the traveler to comply with UT rules, guidelines, or restrictions governing business travel. 

• Handbook of Business Procedures/Travel contains information regarding allowable expenses and limits: https://financials.utexas.edu/hbp/part-11-travel

• Travel Management Services (TMS) offers pre-trip and planning information for contracted travel agencies, airfare/rental car, flight upgrade policies/requests, International travel/restrictions: https://travel.utexas.edu

• International Travel Policies, including Restricted Regions: https://world.utexas.edu/risk/policies

Travel Planning Tips

Travel expenses may only be submitted after travel has been completed.  UT offers a direct bill/payment option for airfare, rental car, and conference registration fee only.  Travel Insurance is not reimbursable.

Airfare:  Flights may be booked via the Travel Management Services site with contracted Travel Agencies or directly by the traveler via an online reservation tool or airline.

• First, business, any other premium class, or seating upgrade will not be approved without a pre-approved exception request. See the TMS website for instructions to submit.
• EarlyBird Check-in and airline club fees are not reimbursable.
• Airfare tickets purchased as a ticket exchange will require proof of purchase for the original flight.
• Airfare cancellation or change charges are reimbursable only if incurred due to a business-related reason or a reason listed on the Texas Comptroller of Public Accounts, Textravel page. https://fmx.cpa.state.tx.us/fmx/travel/textravel/except/unrelated/index.php

Rental Car:  Rental reservations must be made using one of the five contracted car vendors (Avis, Budget, Enterprise, National, Hertz).  Theatre & Dance currently has a direct billed account with Enterprise and Avis only.  The TMS Rental Car site can provide more information for direct billing other vendors and overall policies/fees. https://travel.utexas.edu/travelplanning/rentalcars

Conference Registration:  The department procard can be used to pay a conference registration fee for an approved RTA.  Contact Patricia Semenov for more information.

Lodging:  All lodging expenses; deposits/payments are to the traveler. 

• If a room is shared the traveler/payment information must be listed on the final folio.  The traveler will only be reimbursed their portion of bill. 
• Room upgrades and lodging access fees (gym, laundry, entertainment, concierge) are not reimbursable.