Travel Policy - RTA

Request for Travel Authorization (RTA) Guidelines:

University policy requires the Request for Travel Authorization (RTA) be approved prior to the date that travel begins. Prior approval of RTAs for all business travel is required for the absences of university employees from the campus or other designated headquarters for periods of half a day or more during their normal working period, whether or not there is a cost to the University. All business-related air travel must be arranged through a contracted vendor such as Anthony Travel or Concur Travel. If you do use a non-contracted vendor, you will need to print out a price comparison proving that you chose the better option. This price comparison should be included as part of your supporting documentation.

• When traveling internationally, please review the university's restricted regions travel list, https://global.utexas.edu/risk/travel/restricted-regions/list. If any of your travel destinations includes a restricted region, please complete a restricted region travel approval request, https://global.utexas.edu/risk/travel/restricted-regions/request, prior to submitting your travel authorization request. Restricted travel requests need to be submitted to the International Oversight Committee (IOC) at least 4 weeks prior to the proposed departure.
• When traveling internationally, please review Texas Global's International Travel Process website, https://global.utexas.edu/risk/travel, to ensure you've complete all necessary steps related to international travel.
• You should submit your travel authorization request no later than 14 days (for domestic travel) or 21 days (for international travel) prior to your travel start date to allow ample time for processing and avoid additional paperwork. RTAs may route through multiple offices based on funding source or travel destination. 
• For eligible faculty applying for a Faculty Travel Grant (FTG) with their RTA, you must first visit the FTG website, https://gradschool.utexas.edu/faculty/faculty-travel-grants, to apply for the FTG.
• All requests for travel authorization should be submitted in advance of travel occurring via the online request system's, https://utdirect.utexas.edu/apps/services/requests, Travel Authorization Request form.
• For faculty scheduled to teach or with an administrative appointment during the travel period, you must list the name of the faculty or administrator assuming your duties during the travel period or detail of another scheduled activity for period such as a research/independent study day, class taught online, or available via email and cell for administrative duties in the disposition of duties comment section of the travel authorization request form.
• For students with a TA/AI appointment during the travel period, please indicate how your teaching responsibilities will be fulfilled during the travel in the disposition of duties comment section of the travel authorization request form. 

• The Business Services Team cannot assist a traveler with booking travel arrangements. Once the RTA has been final approved the traveler will receive a notification message with information related to travel policy, exemptions, and travel planning.

Please review the "Completing a Travel Authorization Request Form" guide for detailed instructions on submitting your Travel Authorization Request. Also note, state accounts (those begining with 14- or 20-) cannot be used to pay non-employee travel.

After-the-fact RTA:

Any after-the-fact submitted travel request forms, submitted on or after the date that travel begins, will require a note from the requestor outlining why they were unable to submit their travel request form prior to travel beginning. After-the-fact requests are subject to additional approvals and can be denied. 

RTA Process Overview:

1. Complete your "Request for Travel Authorization" Form via the online request system prior to your trip
2. Assign your request form to the Business Service Team Group, 00317,  for review and processing
3. Upon approval of the RTA, the traveler will receive the approval notification email
4. As you travel, collect and save your paid itemized travel receipts to sort and organize upon your return
5. Submit your paid itemized travel receipts to your department or program administrator or use the online request system's "Travel Reimbursement Request" Form to submit your request directly to the Business Services Team

If you have any questions regarding your RTAs or the submission process, please send an email to he-business_services@utlists.utexas.edu.

Travel Reimbursements:

An approved RTA must be on file in order to be reimbursed for any travel related expenses. If your RTA was processed outside the school, you will need to work with your contract in that unit to be reimbursed. You are not allowed to pay for someone else's expense(s), with the exception being organized meals with others occurring during the travel period that have prior approved OOEFs. If sharing a hotel room please have the hotel separate the charges if possible or indicate it on the reimbursement request. 

All travel reimbursement request must be completed no later than 60 days after the return date. Any reimbursement request submitted after the 60 day period will automatically be denied and become an out-of-pocket expense for the traveler. All travelers should submit their reimbursement requests within 4 weeks of returning, as multiple offices are involved in the reimbursement process,to avoid the possibility of experiencing a denied reimbursement request.

In order to be reimbursed for any travel expenses please follow the steps below:

1. Use all your sorted and organized itemized paid travel receipts to complete a Travel Expense Record form to indicate which expense you are seeking reimbursement for.
2. Submit your completed Travel Expense Record form, itemized paid receipts, and any other relevant supporting documentation to your department or program administrator.
3. Your department or program administrator will review your submitted reimbursement request, verify the account number, dates, and travel information. 
4. Once verified or updated, your department or program administrator will submit the request to the Business Services Team for processing on your behalf via the online request system.
5. The Business Services Team will process the reimbursement request and if needed the Business Services Team will contact you for your signature on the voucher coversheet to certify the supporting documentation and voucher is correct.
6. The Business Services Team sends forward the completed reimbursement request to the appropriate offices for review and approval.

Mileage Reimbursements:

You must obtain an approved  RTA before your scheduled travel dates.

In order to be reimbursed for mileage please follow the steps below:

1. Complete a Mileage Record form if requesting reimbursement based off odometer reading. Otherwise, gather point-to-point direction via mapquest or google maps that detail the mileage for each trip.
2. Send the completed Mileage Record or your complied point-to-point direction to your department or program administrator.
3. Your department or program administrator will look over the request, verify the account number, dates, and travel information.
4. Once verified or updated, your department or program administrator will submit the complete paperwork to the Business Services Team via the online request system.
5. The Business Services Team will process the reimbursement request and if needed the Business Services Team will contact you for your signature on the voucher coversheet to certify the supporting documentation and voucher is correct.
6. The Business Services Team sends forward the completed reimbursement request to the appropriate offices for review and approval.

If you have any questions regarding your travel or mileage reimbursement, please send an email to he-business_services@utlists.utexas.edu.

If you have any feedback on this page or need to report a broken link please email arturo.flores@austin.utexas.edu.