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Travel

All travel for University of Texas at Austin business purposes requires a Request for Travel Authorization (RTA) to be approved in advance of travel. Prior authorization is required for faculty, staff and students for all university travel. The authorization also ensures faculty accountability for missed classes and academic responsibilities. 

  • Complete the online RTA Request for Travel Authorization
  •  If you are unsure of your account number, leave it blank.
  •  If another institution or group is paying for your travel, select “No Cost to UT.”
  •  If travelling to Washington, DC and visiting a federal agency like NIH/NSF, an agency contact name is required and documentation such as an invitation letter/email.
  • If you are assigned as a research fellow, email your travel information to Michael Brown at m.brown@austin.utexas.edu.

International Travel

Travel Reimbursements

  • If you are requesting a reimbursement for your travel expenses, complete the online Travel Reimbursement Request as soon as your trip is over. 
  • Receipts must be processed within 60 days of return date.
  • Upload your receipts with the Travel Reimbursement Request, You can upload multiple receipts.
  • Itemized receipts showing proof of payment are required for all travel expenses except your meals (list your per diem amount, up to the limit of $51/day).

  • Employees sharing a room must each submit individual documentation for reimbursement of their portion of the charges. Per HBP 11.5.2. MEALS AND LODGING: “An employee can only be reimbursed for his or her own expenditures, not for expenditures incurred by other individuals.”https://afm.utexas.edu/hbp/part-11/5-2-meals-and-lodging

Faculty Travel Grants

  • Faculty Travel Grants (FTG) applications must be submitted at least 2 weeks in advance. Eligible faculty may receive as much as $1,400 per academic year for travel expenses to present original papers at scholarly and professional meetings.
  • Direct billed charges are no longer allowed on the Faculty Travel Grant account (including direct billed flights through Concur/UT Travel Agencies and conference registration fees paid on the ProCard).  All expenses must be paid out of pocket and included on your travel reimbursement request. 

 

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