Travel Guidelines

Owned by Victoria Obioma
Last updated: Oct 16, 2024
3 min read

2024-2025 Guidelines for Travel

Getting to Your Destination

Booking a flight

  • Most choose to use Concur or Anthony Travel to book flights, which is an option available at no out-of-pocket cost to you. Using these agencies direct bills the department, so you simply need to forward your invoice and flight itinerary to Sara.
    • To book your flight over the phone, you can call Anthony Travel at 1-800-684-2044 or 512-617-8444.
  • All airfare purchases must be economy class.
  • You can book your own flight out-of-pocket and receive reimbursement for it with the rest of your voucher after your trip.
  • Please forward your itinerary and receipt to Sara
  • Trip insurance or additional optional flight fees (e.g. early check-in, seat upgrades) are not reimbursable.


Driving

  • If driving to your destination, you will be reimbursed based on mileage. The reimbursement rate for mileage is 67 cents per mile.
  • If driving out-of-state, reimbursement is limited to either the lowest average coach airfare cost or mileage – whichever is the lower cost.
  • If you will be visiting multiple locations during your travel, you must let Sara know the name of each city/town in which you will be staying before you leave.
  • The university allows travel days to extend to the day before and the day after the conference. If you will be staying additional days for research-related purposes, you must let Sara know before your trip.
  • If you would like to book a flight from an airport outside the Austin area, you can only be fully reimbursed in the event that your flight cost and the cost of your mileage to/from the airport are a lower cost than booking the flight from the Austin area.
    • To do this, you must submit a flight price comparison to Sara with your voucher paperwork and add the cost of mileage to it.


Meals and Lodging

  • The maximum reimbursable rates for meals and lodging are limited to:
    • In-state: $51 per diem, $209 per night for hotel
    • Out-of-state: $51 per diem, $324 per night for hotel
    • Foreign travel: $51 per diem, $374 per night for hotel
    • These rates include costs for hotel occupancy taxes.
  • If additional occupants or extra beds are listed on your receipt, the Office of Accounting will only allow a portion of the total bill to be reimbursed.
  • AirBNB is currently an acceptable lodging arrangement.
  • If staying at a hotel overnight in-state, you will need to submit a Texas Hotel Occupancy Tax Exemption Certificate (to be completed by hotel) with your reimbursement paperwork as the university is a tax exempt institution.
  • Apartments and houses may only be leased in the event that you will be away from your headquarters for at least one month. If this is applicable to you, please contact Sara before making any arrangements.
  • The lodging bill you submit to Sara must show proof of payment to the hotel.
  • Expenses incurred the day before official business begins or the day after official business ends are reimbursable. Expenses incurred more than one day before official business begins or more than one day after official business ends are reimbursable only if the expenses are incurred to qualify for a discount airfare and results in a savings to the University.


Other Reimbursable Expenses


  • Examples of other reimbursable expenses include, but are not limited to:
    • Parking
    • Conference registration
    • Excess baggage fees for one bag
    • Business internet and telephone charges
    • Rental car (does not include optional insurance charges)
      • All car rental reservations are required to be made using one of five UT Austin contract car vendors: Avis/Budget, Enterprise/National, Hertz
      • If you book through Enterprise/National via the link on the Travel Management Services website you will have the option to directly bill the department
    • Transportation (buses, trains, taxis, subways, etc.)
  • If you have a question about whether or not something can be reimbursed, please let Sara know, preferably before your trip.
  • You must have valid receipts issued by whatever institution you are paying for all expenses.


PLEASE NOTE: Based on IRS regulations, reimbursement cannot be requested more than 60 days beyond the return date of your trip. In order to accommodate this rule, please submit your receipts to Sara no later than 30 days past the return date of your trip.

For reference, the Handbook of Business Procedures for travel can be accessed here, and the Travel Management Services website can be accessed here.


Travel Management Services is responsible for assisting in planning travel and making travel arrangements. For personalized assistance with booking travel, UT contracts with Anthony Travel to assist with booking flights, hotels, etc. Booking with Anthony's Travel is recommended to ensure travel costs are within UT travel limits and are fully reimbursable.

• Please note that travel to certain international regions is restricted due to safety risks, instability or other reasons. The list of restricted regions can be found here: Restricted Regions List

Travel Authorization Procedures

You must complete certain authorization procedures in order to get reimbursed for university-related business travel. Depending on the situation, you’ll need to complete one of the following during the early stages of the travel-planning process.

Completing a Request for Travel Authorization (RTA) is the first thing you should do when you start planning a trip for employees, prospective employees, or students using a centrally billed airfare or requesting reimbursement for travel on university business.

You can submit your Request for Travel Form Here: RTA Submission Form

International Travel

The International Oversight Committee (IOC) maintains a Restricted Regions List of locations worldwide that pose a heightened travel risk due to health, safety and/or security reasons . Travel to these countries must receive pre-approval prior to making travel arrangements.

All UT Austin employees are required, per UT System requirements (UTS 190), to register their international travel through the UT Austin International Travel Registry (UTAITR). This includes travel for research, teaching, conferences, meetings, lectures, etc.), regardless of destination. 

Registered UT Austin travelers will be supported by Texas Global Risk and Safety staff, and will be covered through On Call International overseas insurance.

  • If you are traveling to an area designated as a Restricted Region (High Risk), you must request approval from the International Oversight Committee at least six weeks prior to departure.
  • Before your departure, we highly recommend that you consult our Health and Safety Resources webpage and register your trip in the Smart Traveler Enrollment Program so the U.S. embassy is aware of your travels. (Non-U.S. citizens can register their trip in their home country’s equivalent.)

Visit the Texas Global Risk and Safety webpage for additional information concerning international travel.

The GRS team regularly hosts drop-in Q&A sessions on Zoom for anyone seeking assistance or guidance navigating the Restricted Regions travel approval process. Encourage your colleagues to attend one of these information sessions if they have any questions.

For more information on preparing for safe travel abroad, follow the International Travel Process.


International Resources for Faculty and Staff


UT System Administration Risk Management Office (“ORM”) coordinates several programs to manage international risk exposures and assist both the travelers and institutions.

On Call International For Emergency Assistance

You can contact the On Call International 24/7 Global Response Center from anywhere in the world to reach an assistance coordinator who is ready to help you with your crisis, no matter how big or small. This could include, but is not limited to:

  • Medical, travel, and security assistance including insured evacuation services
  • Coordination of emergent and non-emergent medical care or prescription replacement
  • Coordination of travel arrangements by you or a person you designate for certain emergency circumstances such as your hospitalization abroad
  • Access to 24/7 tele-counseling​

Emergency Contact Information

Dedicated UT System Phone: +1 978-651-9722

24/7 Live Chat: www.oncallinternational.com/chat/direct

Email: mail@oncallinternational.com

VISA Application Letters and Guarantee of Coverage

Travel Management recommends that you obtain the documents noted below. Our office cannot guarantee which document the Country Consulate will require.

  • Contact UT Select Blue Cross/Blue Shield to obtain a Medical insurance certificate

  • Visa Letters and Overseas Insurance Inquiries

    If you are asked to provide official UT Austin Proof of Insurance documentation for your time abroad, email grs@austin.utexas.edu and include "ATTN: Overseas Insurance" in the subject line. Please allow at least 3-5 business days for us to process your request.

International Travel on Sponsored Projects Policy

University faculty, staff, and students routinely travel in support of sponsored activities. This type of travel has very specific guidelines to conform to university policy, federal and state law, and potential  restrictions placed upon sponsored awards. University established travel rules must be followed based on budget groups associated to specific funding sources.  Visit the Travel on Sponsored Projects page for more details and resources.

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