Linguistics Department

Travel and Purchasing Guidelines

Faculty Travel Requests

Student Travel Requests

Cash Advances

Purchasing Requests

Entertainment and Meal Reimbursements

 

 

Faculty Travel Requests

Travel authorization requests and all related paperwork must be submitted and approved BEFORE you leave.  Please note that depending on your situation, you may need to submit several forms to complete the travel authorization process.

Travel Authorization Requests 

  • All official travel requires the submission of a travel authorization request (RTA).  Official travel means you are completing work related to your position and/or you will receive a reimbursement for your expenses.
  • The Travel Authorization Form is here, under Expense Requests: https://utdirect.utexas.edu/apps/services/requests
  • If you are being reimbursed by any UT account, provide a brief description of the account you’d like to use (e.g., start-up, overhead return, NSF, ELDP).
 
  • When the form is complete, select continue at the bottom of the page, then assign it to Linguistics Travel.

 Restricted Regions Requests

 Faculty Travel Grants

 Travel Cash Advances

  • Travel cash advances are available for travelers who plan to pay for extraneous research needs during their travel. 
  • A cash advance is required if you expect to have any of the following expenses on your trip:
    • Payments to consultants, translators, or any third party payment (including payment of travel or entertainment costs for anyone other than yourself)
    • Purchase of equipment, supplies, or program expenses 
    • Payment for non-commercial lodging
  • Requests submitted less than 10 days in advance will be automatically denied.  However, you should aim to submit your request 30 days in advance because it often takes a full month for the request to be approved and the funds to be released. 




  • See cash advance procedure here.

Travel Reimbursements

  • If you are requesting a reimbursement for your travel expenses, complete a Travel Reimbursement Request (TRR) as soon as your trip is over.   *If you received a cash advance for your trip, skip this step and follow the cash advance reconciliation instructions here.
  • Travel Reimbursement Request form is here, under Expense Requests: https://utdirect.utexas.edu/apps/services/requests
  • Upload your receipts at the top of the page and use “Add expense type” box to detail each expense.  
  • Receipts are required for all travel expenses except your meals (list your per diem amount, up to the limit of $51/day) and ground transportation within a city (such as a taxi ride from the airport to your hotel).
  • When the form is complete, select continue at the bottom of the page, then assign it to Linguistics Travel.

 All reimbursement requests (travel, meals, or purchases) must be submitted and final approved within 60 days.   The Dean’s Office will no longer approve any late reimbursement requests.

Student Travel Guidelines

Travel authorization requests and all related paperwork must be submitted and approved BEFORE you leave.  Please note that depending on your situation, you may need to submit several forms to complete the travel authorization process.

Travel Authorization Requests 

  • A Travel Authorization Request (sometimes called TAR or RTA) is required if any of these descriptions apply to your travel:
    • You are an employee (TA, AI, GRA) who will be employed during any of your travel dates
    • You are conducting official travel (i.e., you will be completing work, attending a professional conference, or conducting research related to your degree or position)
    • You will be requesting a reimbursement for any of your travel expenses
  • The Travel Authorization Form is here, under Expense Requests: https://utdirect.utexas.edu/apps/services/requests/
  • If you are being reimbursed by any UT account, provide a brief description of the account you’d like to use (e.g., Dr. Smith's NSF, my ELDP).

  • When the form is complete, select continue at the bottom of the page, then assign it to Linguistics Travel.    

International Travel Request Authorization

 Restricted Regions Requests

 Travel Cash Advances

  • Travel cash advances are available for travelers who will be paying for extraneous research needs during their travel. 
  • A cash advance is required if you expect to have any of the following expenses on your trip:
    • Payments to consultants, translators, or any third party payment (including payment of travel or entertainment costs for anyone other than yourself)
    • Purchase of equipment, supplies, or program expenses 
    • Payment for non-commercial lodging
  • Requests submitted less than 10 days in advance will be automatically denied.  However, you should aim to submit your request 30 days in advance because it often takes a full month for the request to be approved and the funds to be released. 




  • If you are not employed during the entirety of your trip, your cash advance will be released to the PI listed on your project.  In this case, it is your responsibility to obtain permission from your PI to get a cash advance in his/her name and to arrange transfer of funds from the PI to your account.
  • To request a travel cash advance, fill out the Cash Advance Request Form and return to Liz Myrick.

 Travel Reimbursements

  • If you will be requesting a reimbursement for your travel expenses, you will request the reimbursement by submitting a Travel Reimbursement Request (TRR).  *If you received a cash advance for your trip, skip this step and follow the cash advance reconciliation instructions here.
  • Travel Reimbursement Request form is here, under Expense Requests: https://utdirect.utexas.edu/apps/services/requests/
  • Upload your receipts at the top of the page and use “Add expense type” box to detail each expense.  
  • Receipts are required for all travel expenses except your meals (list your per diem amount, up to the limit of $51/day) and ground transportation within a city (such as a taxi ride from the airport to your hotel).  
  • When the form is complete, select continue at the bottom of the page, then assign it to Linguistics Travel.   
  • Please note, if your travel is being supported by a Professional Development Award, you do not need to submit a reimbursement request.  PDAs are paid as a fellowship payment, and you should receive the payment 1-2 weeks after the fellowship committee notifies you of the award.

Cash Advances

Travel Cash Advance Procedure

  • Complete a Cash Advance Request Survey to submit the request for funds (check with Liz Myrick first if you don’t know your account number).
    • If you are a student (or a faculty member who prefers not to use the online request), complete the Cash Advance Request Form
  • Due to the extended processing time for cash advances, requests should be submitted 30 days in advance of the date the funds are needed.  Requests submitted less than 10 business days in advance will be denied. 
  • Keep receipts for all purchases and payments.
    • Receipts should be itemized and show that the expense has been paid ($0 due). 
    • Payments to consultants require individual receipts.  You can purchase a receipt book for this purpose.   Receipts should include: name of the consultant, date, description of services, and consultant’s signature.
    • The only expenses that do not require receipts are your personal meal expenses and ground transportation within a city.
  • Keep a log of all purchases
    • The log should be a spreadsheet that includes date, amount, curency used, and a brief description of the charge. 
    • Items that do not require a receipt will still need to be listed on the expense log.  Per diem amount (max of $51/day) can be listed as one line item showing dates for which you are requesting a per diem and the total amount you are requesting.
    • The total on the spreadsheet should match the actual amount spent. 
  • Submit your receipts and expense log
    • Cash advance documentation is due within two weeks of your return (or the end date on your cash advance request for advances that do not involve travel).
    • You will be expected to return any unused portion of the funds you received by writing a check to the university.   If you spent more than you received in your cash advance, you may be eligible to request a reimbursement depending on the expenses claimed, the account used, and whether there are any funds available.
    • All receipts presented must be within the dates noted on the cash advance. Any expenses prior to, or after the dates noted on the cash advance may be disallowed.
    • Submit your receipts and spreadsheet by email to CBS (cbs1@austin.utexas.edu).

Research Cash Advance Procedure

  • Complete a Cash Advance Request Survey to submit the request for funds (check with Liz Myrick first if you don’t know your account number).
  • Due to the extended processing time for cash advances, requests should be submitted 30 days in advance of the date the funds are needed.  Requests submitted less than 10 business days in advance will be denied. 
  • Use the Summary Reconciliation Sheet to document payments of more than $600 per calendar year to individual research subjects and survey participants.  The Individual Receipt Form should be accompanied by the Summary Reconciliation Sheet.
  • The Multiple Participant Receipt Form should be used to document payments of less than $600 per calendar year to individual research subjects and survey participants.
  • You will be expected to return any unused portion of the funds you received by writing a check to the university.   If you spent more than you received in your cash advance, you may be eligible to request a reimbursement depending on the expenses claimed, the account used, and the availability of funds.
  • All receipts presented must be within the dates noted on the cash advance. Any expenses prior to, or after the dates noted on the cash advance may be disallowed.

Purchasing Requests

 To request the purchase of equipment or supplies, submit a Departmental Purchasing Request.

  • Please note that equipment over $500 must receive an inventory tag.  All equipment over $500 will be delivered to ATS for setup and inventory tagging before being delivered to the department.  Inventoried equipment is property of the university, even if purchased with your own grant funds; you are required to return equipment to the department upon graduation or separation from the university.
  • You cannot be reimbursed for the purchase of computers, software, electronics, or office supplies.  These items must be purchased by the department on your behalf.  Please note that there is an extended delivery time for computers and printers.
  • If you have a large number of items to be ordered, you can send a list of the items to be purchased to: linguisticsreception@austin.utexas.edu 

Entertainment and Meal Reimbursements

Meals with Official Visitors

  • Entertainment expenses are limited to $75/person (including tax and gratuity).  Keep this limit in mind when choosing restaurants as it’s very easy to go over the limit at many venues.
  • Alcohol cannot be more than 50% of the event cost (before tax).  In other words, you can’t spend more on alcohol than on food.
  • Gratuity cannot exceed 20% of the pre-tax amount.  
  • If you go over the $75 per person limit, the 50% alcohol cap, or the 20% tax limit, the Accounting Office will not reimburse the overage.  
  • To request reimbursement for a meal or entertainment expense, submit the receipt to the front desk (linguisticsreception@austin.utexas.edu) along with a list of attendees and a brief description of the event.

Other Entertainment Purchases 

  • If you borrow the ProCard to make a purchase, you are responsible for submitting the original receipt and for ensuring that sales tax is not charged on the purchase.  If sales tax is charged, you will have to work with the vendor to get the tax refunded.
All reimbursement requests (travel, meals, or purchases) must be submitted and final approved within 60 days.   The Dean’s Office will no longer approve any late reimbursement requests.