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Jason Abrevaya, Chair 2225 Speedway, Stop C3100, Austin, TX 78712 • 512-471-3211

Travel & Reimbursements

Travel

*** HAVE YOU APPLIED FOR A FACULTY TRAVEL GRANT?  $1,200 IS AVAILABLE YEARLY. ***

Check out the graduate school's web site for travel grants.  Applications must be completed and submitted with your RTA form no later than two weeks before your scheduled trip.

 

Request for Travel Authorization (RTA)

An electronic Request for Travel Authorization must be submitted to authorize any travel on University time. This includes personal travel as well as business travel.

Please note that an RTA is different from a Travel Voucher. A Travel Voucher is the electronic document used to reimburse travelers for their trip. In order to be reimbursed for travel, an RTA must be on file before the trip. Please see Michelle Calkum or Joanna Drake for other travel requirement and restriction questions.  Faculty travel grant forms (required at least two weeks in advance) are also available on the Graduate School's Travel Grant site.

Complete the Request for Travel Authorization form online. 

For further information, consult the Travel Policies in the Handbook of Business Procedures.

Travel Reimbursements

Submit all receipts to Michelle Calkum for reimbursement of your travel expenses, along with a Travel Reimbursement Worksheet.  Please note that travel reimbursement requests must be submitted no later than 30 days after your last approved travel date (see Entertainment and Miscellaneous Reimbursement for details).

Download the Travel Reimbursement Worksheet

Entertainment & Miscellaneous Reimbursements

The Office of Accounting requires reimbursements to be completely processed within 60 days of the event.  Because of the time required for document processing, both within the department and in Accounting, requests for reimbursement submitted more than 30 days after the event will not be approved by the Dean's Office.  This includes travel, meals with seminar speakers, and any other reimbursable expense.  Entertainment reimbursements are limited to $65 per person, with a departmental limit of $195 per day.

In order to receive a reimbursement you must:

  • Supply original detailed receipts
  • Explain why you are requesting reimbursement (What was the event or purchase?)
  • Have a source of funds, either an account specifically for your expenses or departmental approval to be reimbursed from the departmental account

Download the Entertainment Reimbursement Request form (Return to Joanna Drake or place in "Other" box at front desk)

Download the Miscellaneous Reimbursement form (Return to Joanna Drake or place in "Other" box at front desk)

Other Purchases

Before you make a purchase for which you intend to be reimbursed, please check with Julie Plummer to confirm that you are following purchasing guidelines.  Although entertainment and travel must be purchased by the attendee and then reimbursed, the department can make many other purchases for you. In fact, some purchases must be made by the department and cannot be reimbursed if you purchase them yourself.  The most common examples include office supplies and software purchases (see Other Departmental Resources for more information).


 

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