Travel Procedures

Please review the CDC travelers guides before booking travel. 

HOW TO SUBMIT A TRAVEL ONLINE REQUEST (RTA)

HOW IT WORKS

A Request for Travel Authorization (RTA) is required for all UT employees traveling to conduct University business, regardless of whether or not there is any cost to the university. An RTA is needed any time a person conducts University business off-campus for more than 4 hours (i.e. local conference, meeting, etc.).

Review the Handbook of Business Procedures to identify what is reimbursable.

ONLINE REQUEST FORM LINK

  1. Click "Create" for "Travel Authorization Request"

tavel request

  1. Enter Travel Information
    • Disposition of Duties: Grad students (except certified TAs) should not teach on behalf of faculty.
  2. Account Info: Please be sure to select whether a UT account will be used for travel and add the account number or select “NO COST TO UT”. utaccount
  3. Amount: add an estimated cost for your travel or a default travel cost will be added for accounting purposes.
  4. Click “Continue”.
  5. Next page, "Choose Assignee", use the drop box in “Assign to” and choose “UT EID”. Enter EID.

Please Note: if using a Faculty Travel Grant (apply to Faculty only), you will also need to add an additional account number for any overage. The RTA will not be approved by the FTG coordinator if there is no additional account listed in addition to the FTG grant. For the FTG account, you can only encumber $1.

HOW TO SUBMIT A TRAVEL REIMBURSEMENT REQUEST

HOW IT WORKS

ONLINE REQUEST FORM LINK

Travel reimbursement should be submitted for processing within 30 days after the travel is complete. 

  1. Click on “Create” for “Travel Reimbursement Request”

travel reimbursment

  1. Enter your EID to look up your travel
  2. Next, click "Add Attachment" to upload scanned receipts and/or invoices. Save by your last name and type of receipt (Ex. last name – airfare, last name – hotel receipt, last name – taxi, etc.)

add attach

  1. Review Amount
  2. Click “Continue”
  3. Next page, "Choose Assignee" use the drop box in “Assign to” and choose “UT EID”. Enter EID.

Reminder: Due to Internal Revenue Service (IRS) regulations and the Safe Harbor rules, expenses older than 60 days require a written explanation as to the reasons for the lateness. These late reimbursement requests will also require additional levels of approval and may even run the risk of being disallowed entirely or reported as taxable income to the payee. For exceptions to this policy, contact Travel Services.

BEFORE TRAVEL

HOW IT WORKS

 ME TMI NETL Webber Group

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512.471.3087

ETC 5.218

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512.475.8480

EER 6.612 

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512.232.5371

NEL

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512.471.7838

ETC 6.106B

 

STEP 1: Submit a Request for Travel Authorization (RTA) online three weeks prior to travelOnline submission for ME

  • Missed Classes: Requests should explicitly state which qualified instructor will be substituting for any missed classes. In general, the substitute needs to be another faculty member or instructional staff. Post-docs (unless approved by the department chair), TAs and GRAs should not be teaching missed classes.
  • Students & Staff (Post docs, GRAs): You MUST receive permission from your supervisor to submit an RTA. After discussion and approval from your supervisor, complete the RTA form in person or online. An RTA is required for conferences, field site research, etc. An RTA is required regardless of the travel destination.

STEP 2: Receive an RTA approval email with RTA Document ID (ex: 60VE5123456)

STEP 3: Reserve flight, hotel, and rental car on UT Travel with RTA Document ID.

Travel Planning Information

STEP 4: Travel and Save your receipts!

AFTER TRAVEL

HOW IT WORKS

STEP 1: Submit for reimbursement online by clicking on "Travel Reimbursement Request"

  • Submit clear scanned copies of your receipts
  • Travel reimbursement must be final approved within 60 days of travel, so receipts should be turned in within 30 days of your last day of travel.
TRAVEL POLICY

HOW IT WORKS

  • GROUND TRANSPORTATION: Keep all taxi, bus, and other ground transportation receipts for reimbursement.
  • AIR TRAVEL:
    • CENTRALLY BILLED AIRFARE:
      • Register
      • List your travel coordinator as your assistant: (Instructions)
      • Search for Flights, Hotels, Car Rentals – You can Centrally Bill or use a Personal Credit Card for payment in Concur. Personal Credit card payments will be reimbursed with submission of receipts.
    • PURCHASED AIRFARE:
      • It is the Traveler’s responsibility to ensure a reservation booked outside UT Travel is the best rate.
      • Airfare itinerary will be submitted with reimbursement.
  • CAR RENTAL: To centrally bill an Avis, Enterprise, or National car rental, please submit a Rental Car Central Billing Request to Travel Management Services after completing your reservation.
    • Use Avis or Enterprise when traveling on UT business, to reserve a rental car on a personal credit card for reimbursement, please use the vendors in the table below using the UT Discount Number

UT Rental Car Vendor Discount Numbers if Reserving with Personal Credit Card

Rental Car Vendor  UT Discount Number Phone Number
 Avis US  S828003 800-331-2212 
 Budget US R524103  800-527-0700 
 Enterprise UTS005   512-912-5500
 Hertz US  1989415 800-654-3131 
 National  UTS005 512-912-5500 
  • PERSONAL VEHICLE: If you travel to an event in your own vehicle, you are authorized to request reimbursement for either mileage or gas – not both.
    • If you request mileage reimbursement you must submit a map, use MapQuest route planner that shows your road route from your Starting and Ending locations.
    • Note: Google Maps cannot be used for state accounts
  • MEALS & LODGING: This can vary depending on the type of account

NOTE: Hotel/lodging expenses must be submitted to for reimbursement unless direct billing can be used for your chosen lodging facility. If you are sharing a hotel with someone else, be sure to get the hotel to split the invoice per traveler. For example, if the total bill is $1000, ask the hotel to split the bill to show $500 charged to Traveler A and $500 charged to Traveler B. Remember your travel is reimbursed per individual, including all personal travel expenses on your reimbursement request.

  • MISCELLANEOUS EXPENSES: Parking, Wireless, Telephone, Conference Registration Fees, Printing, etc. Acceptable business related expenses will be reimbursed. Keep your receipts! If you are not sure, ask your Travel Coordinator.

 

travel policy summary