Policies

1. For an overview of the University’s travel procedures, review the Handbook Of Business Procedures Travel Section.
2. All travel on behalf of the University and College—including traveling with University equipment—requires prior approval through an executed RTA (Request for Travel Authorization).
   1. Nobody is allowed to approve their own UT-business-related travel, regardless of funding. All faculty and staff business-related travel must be approved in advance by the department chair; the department chair's travel is approved in advance by the dean. 

   2. An RTA is needed if any of the following apply to travel:

      • will be direct billed and/or reimbursed through UT 
      • booking airfare through the Concur website or Anthony Travel
      • missing any classes
      • traveler will be absent from Austin during regular UT operational hours:  Monday – Friday 8 am – 5 pm
      • the purpose of travel is academic-related or UT business-related

3. Occasionally, the purpose of travel necessitates holding a meeting or other entertainment function. All policies related to the official occasions and entertainment apply.

Procedures & Timelines

Fill out the RTA Travel Request form as far in advance as possible prior to your travel (see timeline below). We understand you may not be able to plan this far ahead, and we will work with you. However, be aware that deadlines for requesting Faculty Travel Grants or International Travel to Restricted Regions are firm, and they are out of our control.

Timeline:

1. 30-45 days in advance, submit your RTA Travel request form:
   1. For most destinations: AT LEAST 30 days in advance.
   2. For international travel to a Restricted Region: at least 45 days in advance.
2. RTF staff will review your RTA request and send it for approval by the Chair. We may have follow-up questions and seek a meeting to discuss.
3. Once your RTA request is approved, you will receive an automated email with a subject line: Request for Travel Authorization (RTA) TV12345678 approved.
4. Make sure you meet deadlines for approval for travel to a restricted region, if applicable (typically no later than five weeks in advance of the proposed departure date), and for applying for a UT faculty travel grant (typically at least 2 weeks in advance of travel).
5. Note procedures regarding travel with UT equipment, if applicable.

Policies & Procedures

General

All reimbursements made must be within your designated department allocation or you must have other available funds (research or professorship support). Check with the rtf-accounting team if you have funding questions.

Faculty Travel Grants

• The purpose of the Faculty Travel Grant (FTG) program is to provide funding to help enable faculty to present at conferences and professional meetings. Eligible faculty may receive a total of up to $1,400 per academic year for expenses incurred.

Department Funding

• There are limited available through the department for faculty travel. In order to be considered for this funding, you need to apply for it at the beginning of the academic year. You will be notified about the window for requesting this funding via email.

Policies

Prerequisite: Advanced Approval

Due to UT Accounting rules, we cannot reimburse travel expenses if the travel was not authorized prior to the first day of travel. 

• In order to be reimbursed, faculty and staff must submit an RTA Travel Request form at least 30 days prior to domestic travel or at least 45 days prior to international travel for any trips for which you
• It is best to err on the side of caution by always submitting an RTA Travel Request form if the trip is related to your job or your research (even if it falls outside the regular work week).

Eligibility: Reimbursable vs. Non-Reimbursable Expenses

• See Handbook of Business Procedures 11.5.3.B Reimbursable Expenses.The University has rules in place for both your protection and the protection of the Department.
• Acceptable itemized travel receipts may include the following expenses paid by traveler:
  • Transportation
    • Airline ticket
    • Car rental (see info on Ground Transportation below)
    • Gasoline
    • Taxi, bus, or train (see info on Ground Transportation below)
  • Lodging (receipts must include the hotel/motel, or short-term rental folio card showing itemized costs)
  • Meals when rules allow exceptions to the limits (see Per Diem/Meals below)
    
  • Conference registration
  • Miscellaneous expenses
  • Note: Telephone and internet charges are only reimbursed if you can demonstrate they were essential for official University business.

Per Diem/Meals

Meals are not reimbursed without an overnight stay. The RTF Department will reimburse up to $51 per day. The number of days will be calculated by the information you fill out on the RTA.

If the traveler wishes to be reimbursed at a higher rate than the allotted per diem, traveler must provide itemized receipts (receipts for all meals) and a justification for the added expenditure. Per diem reimbursed on state funds can only be reimbursed to the maximum allowed. (Check with rtf-account@austin.utexas.edu regarding allowable limits.)

Procedures

To Request Reimbursement...

Read over and follow RTF Reimbursement Policies & Procedures.

1. Within 30 days after your travel ends (sooner if possible):
   
   You must submit a PDF scan of itemized receipts via the Request Payment Reimbursement Form for all expenses you wish to claim for reimbursement.
   Note: The Safe Harbor Act limits the timeframe we have to reimburse any expense; if you wait too long to submit your receipts, the reimbursement will either be denied or subject to Federal Withholding Tax.
   
   
2. We will notify you when reimbursement paperwork is ready for your signature, usually through Docusign. 
   
   
3. Once the paperwork has been executed, you should receive your reimbursement within 30 days. 

Procedures

• Read over UT's International Travel policies.
• At least 45 days in advance of international travel, the RTF department requires completion of the Request for Travel Authorization (RTA) form.
• At least five weeks prior to departing on your international trip, you are required to complete the steps outlined on the Texas Global Faculty & Staff Travel site and email a copy the ITR confirmation page to grs@austin.utexas.edu.
• Note procedures regarding travel with UT equipment, if applicable.

Airfare

You may choose one of the following methods to book your flights:

1. Purchase your flights on your own and request reimbursement.  If you select this method, you must provide us with your itinerary and proof of purchase and follow the Reimbursement Policies.
2. Contact Anthony Travel, Inc.
3. Use the Concur website.

Anthony Travel

Anthony Travel has been selected as the agency to provide ticketing, training and help with the Concur system.  Booking through Anthony Travel is recommended, as this method provides the most administrative support in case of unexpected situations and provides protections in the event of cancellations or changes.

Procedures

1. Contact our our primary travel agent, Casimera Shapiro:
   800-684-2044 – ext 8481
   512-617-8486- Direct
   Email:  CasimieraShapiro@anthonytravel.com
2. You will be asked for a Document ID number and/or credit card number. The Document ID number is your RTA. RTF STAFF will provide this to you after you fill out the Request for Travel Authorization Form.

Concur Website

You can arrange your travel thru the Concur website.  The Concur site is a lot like Expedia or Travelocity except that is strictly for the University of Texas System.  There are many benefits to booking through the Concur online booking tool, including:

• Concur provides an online booking tool that allows travelers to research and book air, car and hotel reservations for a reduced transaction fee.
• Concur features a mobile app for travel, receipts and reports.
• Concur features a secure travel profile for travelers that automatically applies airline, car, or hotel memberships to reservations.
• Travelers can delegate their travel arrangements to a support staff member to book on their behalf.
• Concur also has vendor discounts ranging from mainstream airlines to car rentals and hotels.

Procedures

1. You have to register before you can use the site - log in with your UT EID using the following link: https://travel.utexas.edu/travelplanning/concur-booking-tool
2. Once registered, you can log in directly to the Concur website:    https://www.concursolutions.com/  
3. You should designate Wendy Stuessy as your department administrator to view your travel bookings.  Her EID is wls63.

Concur - Tutorial and Reference Documents

• Concur Quick Start Guide, Videos and Tip Sheets
• Concur 2FA Guide

Concur Questions and Help

• Hours: Monday - Friday, 8 a.m. - 4 p.m. only
• Phone: 888-940-6696
• Email: OnlineTravel@AnthonyTravel.com

Airport Parking

Reimbursement for parking at Austin Bergstrom International Airport (ABIA) is permitted at the remote parking lot per day maximum rate. The University of Texas at Austin and Airport Fast Park (AFP) have an agreement that provides a discounted parking rate for UT Austin business travelers departing from ABIA.

Baggage

For an airline which charges for the first bag checked, the University allows reimbursement at the standard rate.  Extra weight charges will not be reimbursed.  Charges for a second bag will only be reimbursed if the bag contains UT equipment necessary for the purpose for which the individual is traveling.  This excludes computer equipment (such as laptops) which should not be checked.  See other travel expenses including baggage policy:  https://afm.utexas.edu/hbp/part-11/5-3-other-expenses.

Rental Car

• Reimbursement for cars rented for use in the Austin area is not allowed. 
• Rental vehicles at your travel destination are reimbursable but require itemized receipts and explanation for rental.
• ONLY the following rental car agencies are reimbursable:  Avis/Budget, Enterprise/National and Hertz. 
• See rental car website: https://travel.utexas.edu/booking-travel/rental-cars.

Mileage

Reimbursement for travel to and from ABIA is allowed.  Travelers should submit a printed MapQuest map or direction listing which includes point to point mileage.  In general, reimbursement for mileage due to work within Travis County is not allowed.

See Mileage section of UT HOP Transportation policies.

Taxis & Ride Shares (aka Network Transportation Drivers or NTDs)

Reimbursements for taxis and ride shares are allowed. 

• When traveling from one city to another: Receipts are required to reimburse fares. 
• For fares within a single city: Receipts or a detailed log are acceptable. An acceptable log includes date, from/to information, and amount paid.