Travel Reimbursement Request

Before official travel, faculty must submit an RTA to the department for approval. If the traveler has not received a Request for Travel Authorization (RTA) email, the travel may not have been approved.

Access the Online Travel Reimbursement Request REQ

**UT has moved to the online system for requests and reimbursements. The request and receipts must be uploaded to the REQ system for processing **

Travel Planning, Guidelines, and Limits:

Handbook of Business Procedures/Travel: This section provides the rules governing reimbursement; daily limits, allowable and disallowed expenses.

https://financials.utexas.edu/hbp/part-11-travel

Travel Management Services: This website provides guidance with travel planning and offers information for direct billed airfare and rental cars.

https://travel.utexas.edu

Student Travel: This sections covers faculty/student travel

Student Travel

REQ Submission

1. Fill out the Travel Reimbursement Request REQ.

Reference the Request for Travel Authorization (RTA) email

Name of Traveler
RTA number – TV0XXXXXXX
Departure Date and Time
Return Date and Time
List all reimbursement items and dollar amounts
DO NOT include items not to be reimbursed in the expenditure section. If necessary please add NOTES to communicate particulars.

2. Receipts must be uploaded directly to the REQ system.

*This can be done as PDF attachments or scan. Create a seperate scan/pdf for each type (airfare, transportation, lodging, miscellaneous) in order to prevent too big a file size. Small receipts (taxi, gas, tickets, parking, etc) should be grouped in as many on a standard size paper and scanned as one sheet.

Include original itemized/paid receipts for expenses related to:

Direct-billed airfare itinerary
Direct purchased airfare itinerary receipt
Rental car receipts
Gasoline receipts
Bus, taxi, train receipts (for travel between cities)
Lodging receipts and invoices
Meals: Per Diem is $51/day - breakfast $8, lunch $13, dinner $30
Registration receipts
Miscellaneous expenses

NOTE: Receipts are not required for local transportation costs within a city but the expenses must be itemized by date, locale, type, point-to-point, and amount.

3. ASSIGN to Patricia Semenov no later than two weeks after returning from travel.

>>Travel must be submitted within 60 days of travel end date<<

The following is a partial list of non-reimbursable expenses:

Travel Insurance
Travel upgrades
Alcoholic beverages
Any expense not related to official state business
Dry cleaning or laundry
Excess baggage charges for personal belongings
Expenses related to the operation of a personally owned vehicle
Kennel expenses for a pet
Locker rental for baggage storage
Rental of videotapes for personal entertainment
Sales and use taxes if the law provides an exemption
Tips or gratuities (state accounts only)

For more information about travel and reimbursements, visit the Travel Section of UT's Handbook of Operating Procedures.

General Information

Transportation

Air: Business-related airfare can be direct billed through Anthony Travel or Corporate Travel Planners or directly purchased by the traveler. For more information visit Travel Management.
Air: Personally purchased airfare must contain an itemized travel itinerary and detailed payment receipt. Travel Insurance and upgrades are not reimbursable.
Rental Car: Charges for liability insurance supplements, personal accident insurance, safe trip insurance, and personal effects insurance are not reimbursable. A collision damage waiver or a loss damage waiver is reimbursable unless the waiver is included in the contracted rental rate.
Mileage: 53.5 cents per mile effective January 1, 2017 - MapQuest point-to-point must be submitted for mileage claim. Indicate if using a personally owned or leased motor vehicle.
Taxi or Mass Transit: Tips may be reimbursed using local accounts up to 15%. Tips may not be reimbursed using state accounts (14 or 20 accounts).

Lodging

Requires an overnight stay
An itemized hotel folio must be submitted (including Foreign Travel and online bookings)
Hotel Folio/Receipt must indicate: Traveler, single occupancy charges, dates, itemized charges, payment method and $0 balance.
Traveler must certify phone/internet hotel charges as business expenses if requesting reimbursement.

Meals

Requires an overnight stay
Traveler must indicate either per diem or submit itemized/paid receipts, not both.
Standard Per Diem rate is $51 (Breakfast $8. Lunch $13, Dinner $30)
If claiming actuals, receipts are required for all meals requested and must be itemized: indicate date/time, tip, total and payment method. If actuals are more than the standard daily Per Diem a business justification must be noted for actuals versus per diem.
Tips may be reimbursed using local accounts up to 20%. Tips may not be reimbursed using state accounts (14 or 20 accounts).

Other Expenses

Expense must be business related and have a paid itemized receipt