Travel

Request for Travel Authorization

(see Request for Travel Authorization for instructions and common phrases)

University Policy states that an Request for Travel Authorization (RTA or TAR) is to be requested prior to travel. The online TAR form can be found here. The CoLA Dean's Office has further reinforced the University policy- if authorization has not been requested prior to travel, a the faculty member will be asked to complete a signed memo acknowledging that he/she did not previously know that an RTA was necessary and submit this with a delinquent RTA before a reimbursement request can be made. Three exceptions (at most) will be allowed per fiscal year (per faculty). The fourth request will be denied.

To ensure timely processing, Requests for Travel Authorization need to be filed according to the following timelines:

• Domestic Travel- at least two weeks prior to travel.
• Un-Restricted International Travel- at least three weeks prior to international travel.
• Restricted International Travel- at least three weeks prior to international travel.

Travel to Restricted Regions 

Travelers with destinations abroad should always consult the  UT International Office Restricted Regions List and the UT Policy on International Travel to Restricted Regions- travel and reimbursement for travel expenses related to a Restricted Region will not be authorized without prior approval from the International Oversight Committee in the International Office for such travel.

Travelers are solely responsible for submitting their Faculty/Staff Request to Travel to Restricted Regions form to the department prior to travel, and updating their travel plans with the international office and International SOS as necessary. It is recommended that all documentation be submitted a minimum of 4 weeks in advance of travel to allow sufficient time for the Chair/Unit Head and Dean/VP to review. 

Travel Funding 

Research Funds ***under construction***

Faculty Travel Grant

Eligible faculty may receive as much as $1,200 per academic year for travel expenses to present original papers at scholarly and professional meetings. Funds may be used for foreign or domestic travel for the following allowable travel-related expenses:

• Airfare — Normal restrictions
• Taxis — Receipts not needed for taxis within city, but required between cities
• Lodging & Meals — Limited to actual costs (single occupancy rate)
  • Within Texas, total limit of $260/day ($51/day for meals)
  • Outside Texas (continental United States), total limit of $375/day ($51/day meals)
• Personal Mileage — 54 cents per mile
• Extra child-care expenses incurred because of the travel (a taxable reimbursement) 

The purpose of the travel grant is to support presentation of the applicant’s original research or creative effort. The research must be presented at a recognized organized conference or professional meeting. The presentation will usually be in the form of an oral or poster presentation, but can vary with field. Attending a meeting or chairing a session does not qualify, nor does accepting an invitation to present a seminar or giving a colloquium at another university. 

An approved Faculty Travel Grant Application must be on file prior to the trip, and will require the following materials:

1. A submitted or approved Request for Travel Authorization
2. The abstract (not exceeding one page in length) of the paper or presentation to be given 
3. Either a letter from the meeting organizer accepting the applicant's paper or presentation and confirming participation in the program or a copy of the meeting program showing the applicant's name, paper or presentation topic, and date. 

Expenses Prior to Travel & Direct Billing

Please note that no travel expenses can be reimbursed until after travel is complete. However, to avoid carrying the out-of-pocket expense until reimbursement is possible, some travel expenses can be direct billed to the department.

Registration Fees

Travelers wishing to avoid long wait times for reimbursement of Registration Fees may contact department administration for use of the office's ProCard. Receipts for ProCard expenses are due to administration within 24 hours of purchase. 

Car Rental

To arrange for direct billing of car rental expenses:

1. Make a reservation with one of the three approved vendors using the corresponding UT corporate number:
   1. Avis - AWD# S828003
   2. National - UTS005 
   3. Enterprise - UTS005
2. Complete the Rental Car Central Billing Request form.

Only those 3 agencies will direct bill- Hertz and Budget will not. 

Air Travel

Airfare may be direct billed via one of the state-approved travel agencies:

• Anthony Travel (1-800-684-2044)
• Corporate Travel Planners (1-800-906-3002)
• Concur

Request for Travel Reimbursement ***under construction***

Submit my Reimbursement

The College employs an online submission system for travel reimbursements- Request Travel Reimbursement. Travelers may even be able to begin adding information while still traveling to better track cabs, etc. Please note that this online form creates a draft document that is transformed into an official document by departmental staff and should not be considered finalized.

In order to be reimbursed for travel, receipts must be processed within 60 days of return date. Reimbursements are routinely denied for receipts submitted later than 60 days after last day of travel. Travelers must have an approved RTA prior to travel in order to receive any reimbursements.

A list of items for which receipts are required is available here.

Travel In Texas

If traveling within Texas, please provide the vendor (hotel, car rental, etc.) with the Texas Tax Exemption Certificate. University employees are EXEMPT from Texas State hotel occupancy taxes or sales tax when traveling for University business. The University cannot reimburse any Texas State occupancy taxes or sales tax unless the hotel refuses to honor the exemption certificate.

Allowable Expenses

A list of items for which receipts are required is available here.

Lodging

The University of Texas cannot reimburse a split bill (such as hotel) that does not have the UT payee's name; we will not accept private invoices for split bills--it is up to individual travelers to reconcile any private agreement.

Meals

Meals are normally paid by meal allowance (per diem), currently $36 on state funds and $41 on local funds. No meal receipts are required to receive meal allowance. Please see the Dean's Office memo for a specific break down.

Airfare

Travelers may use an online reservation tool (e.g., Expedia, Orbitz, Southwest.com) in addition to the university’s online tool, Concur to book air travel. The reimbursement for commercial air transportation may not exceed the cost of the lowest available airfare. First class, business class, or other premium class airfare will only be reimbursed at the coach class rate, unless Travel Management Services has issued an approved exception request.

Car Rental

Car Rental can be reimbursable only if one of the five approved vendors is used:

Travel Management's  rental car page has a lot of useful information, including rate information per state and additional policies.

Please include a copy of your itinerary, or let us know your flight departure and arrival times so we can make adjustments according to this policy. Unless told otherwise, default times will be based on your airfare receipt.

Upon return to Austin, receipts must be turned in for reimbursement via uplaod in the submission system (see above) or in hard copy. Expenses that can be reimbursed include, but are not limited to:

• • Registration fees
  • Parking fees
  • Cab/Bus/Train fares (receipts are not required (but recommended) if travel within the city, receipts are required for travel between cities)
  • UT Business telephone calls and UT business internet service (reimbursed via the hotel bill)
  • Hotel occupancy taxes (reimbursed via the hotel bill)
  • Gasoline for personal car (if not claiming mileage reimbursement)