Travel and Reimbursements
1. Travel Arrangements
2. Request for Travel Authorization
3. Travel to Restricted Regions
4. Faculty Travel Grant
5. Travel Reimbursements
6. Entertainment Expense Reimbursements
7. General Reimbursements
- All business-related air travel must be arranged by the traveler through Anthony Travel or Corporate Travel Planners or via UT Austin's online travel tool, Concur. You must register for an account and confirm the registration within 24 hours (remember to save your password).
- A Request for Travel Authorization (RTA) must be completed prior to booking - see below.
- Exceptions include: study abroad, group travel reservations, students who receive a travel scholarship award, and travelers mixing business with personal trip where included personal destination is a different city from the business destination (must include a copy of a cost comparison for the business round-trip airfare in reimbursement request - see the Handbook of Business Procedures travel section).
- As long as you are using one of the two designated contractors (Anthony Travel or Corporate Travel Planners), you may book travel using a personal form of credit and seek reimbursement, except when booking travel via State of Texas contract airfares or University corporate discount airfares with American, JetBlue, Southwest Airlines or United.
- Please refer to the University's Travel Management guidelines for more details.
- All business-related car rentals must be reserved through any of five contracted companies: Avis, Budget, Enterprise, Hertz or National.
- Travelers may book rentals through one of the travel agencies and, for a fee, through the online booking tool. No reservation fee will be assessed when booking directly with your chosen rental car company.
- Exceptions: None of the vendors noted above are able to provide the vehicle type necessary at the location and date required, or traveler obtained a rental rate lower than that offered by any of the five contracted vendors, including collision and liability coverage.
An electronic Request for Travel Authorization (RTA) must be submitted by faculty at least two weeks prior to travel. This includes personal travel as well as business travel. To request an RTA, please complete the University's RTA form.
- The application process requires an EID.
- RTAs are required for all travel-related absences from campus for periods of half a day or more during the normal working period, whether or not there is a cost to the University.
- Faculty who will miss a class must specify on the form the professor who will be handling their class while they are away. TAs are not authorized to cover classes.
- For travel during the first and last week of classes and finals periods, prior approval from the Chair is required. Chairs must review travel dates, missed classes, name of faculty member who will oversee missed classes, final exam dates and how exams will be administered, a plan for on-time grade submission, and a method of contact for student queries. The RTA document notes must confirm the Chair's approval.
- Completing the form:
- After completing all required (*) fields, click "Create Request." Please note this merely creates a document of your request and does not route it for approval.
- At this point you may choose to save your progress and route the form at a later date by clicking "Save," or if you are sure all information is accurate you may route the form by clicking "Save and Assign." (Do NOT click "Save and Finalize.")
- On the next page under Choose Assignment Type, select either "Profiled UT EID or Group" (if not funded by Faculty Travel Grant) and "00018 - Sociology Travel (Group) should be pre-selected, or "UT EID" (if funded by Faculty Travel Grant) and enter "hollubsa" in the EID field.
- In the Assignment Note section, please indicate which account(s) you wish to use (eg "my start-up fund"). Account numbers are not necessary.
- Finally, click "Assign." This completes your request and routes it to either Sociology staff (for non-FTG requests) or Stephanie Hollub-Fletcher at COLA (for FTG requests) for processing.
An RTA is not required if the person is:
- Traveling for personal reasons while they are on leave.
- Traveling for personal reasons if travel occurs during the summer and they are not teaching.
- Teaching during the fall or spring sessions for personal or business purposes, but travel only takes place on the weekend or after the final exam period or during the intersession.
If the faculty member is teaching, but traveling for personal reasons during the days/times they teach, an RTA is required by COLA. Please include the name of the faculty member who will teach your classes or supervise the TA. Include the days and times the classes are in session. The University does not require RTAs for personal travel, but COLA requires them if classes are in session or impacted.
For further information, consult the Travel Policies in the Handbook of Business Procedures.
Policy and procedural information related to Travel to Restricted Regions is available on the International Oversight Committee (IOC) website: world.utexas.edu/risk/travelpolicy.
- Requests for Travel to Restricted Regions must be completed and approved in advance of the begin date of travel (see the IOC website for specific deadlines). This policy applies to all Restricted Regions travel, regardless of funding. The only exception is travel that is 100% personal vacation.
- In compliance with IOC policy, the College of Liberal Arts cannot accept late requests for travel to Restricted Regions. Corresponding requests for travel reimbursements will not be accepted.
Faculty may request $1,200 annually in travel funds through the University's Faculty Travel Grant application program.
- The application must be submitted at least two weeks prior to travel.
- An RTA form must be completed before applying. Please refer to Section 2 above, and be sure to enter "hollubsa" in the EID assignment field to route the form to Stephanie Hollub-Fletcher at COLA for processing.
- See the graduate school's website for travel grants for details.
- The purpose of the travel grant is to support presentation of the applicant's original research or creative effort. Attending a meeting or chairing a session does not qualify, nor does accepting an invitation to present a seminar or giving a colloquium at another university.
- Before beginning the application, be sure to gather the following:
- An abstract (not exceeding one page in length) of the paper or presentation to be given;
- Either a copy of the meeting program showing your name, paper, or presentation topic, and date or a letter from the meeting organizer accepting the paper or presentation and confirming your part in the program.
To process travel reimbursements, faculty must complete COLA's Travel Reimbursement Request form, then give the printed form and receipts to Michelle Robertson. These items will be forwarded to COLA for processing.
- Travel reimbursement requests must be submitted no later than 30 days after the last approved travel date. An approved RTA prior to travel must be on file.
- The travel itinerary must be included with the request.
- A list of items for which receipts are required is available here.
- All University employees are EXEMPT from Texas State hotel occupancy taxes when traveling for University business. The University cannot reimburse any Texas State occupancy taxes unless the hotel refuses to honor the exemption certificate (see above).
- Meals are normally paid by meal allowance (per diem), currently $36 on state funds and $41 on local funds. Meal receipts are not required to receive meal allowance. Please see the Dean's Office memo for a specific breakdown.
- The University cannot reimburse a split bill (such as hotel) that does not have the UT payee's name, and will not accept private invoices for split bills - it is up to individual travelers to reconcile any private agreement.
Expenses that can be reimbursed include, but are not limited to:
- Airfare - original receipt clearly showing that payment was made.
- Lodging - original hotel bills are required showing itemized room rate and taxes, and showing a zero balance.
- Meals - at current per diem.
- Registration fees
- Parking fees
- Cab/Bus/Train fares - receipts are not required, but recommended, if travel within the city, receipts are required for travel between cities.
- UT Business telephone calls and UT business internet service - reimbursed via the hotel bill.
- Hotel occupancy taxes - reimbursed via the hotel bill.
- Gasoline for personal car - if not claiming mileage reimbursement.
For entertainment expense reimbursements, faculty must now complete the COLA online Official Occasion Expense Form. Fill out the required fields, attach your receipts, certify, and click "Submit." The form will be routed for further processing. (You may hand the receipts to Michelle Robertson instead, but you must still complete the online form and select "Itemized receipt will be submitted separately." Do not staple or highlight anything.)
- Entertainment expenses are limited to $65/person for an event/meeting (including tax and gratuity).
- Tips/gratuity should be limited to no more than 20%.
- Faculty must submit itemized receipts and a receipt showing proof of payment (if this does not already appear on the itemized receipt).
- If there are 10 or fewer people in attendance, please provide the name, title, and affiliation of each person.
- If an itemized receipt or proof of payment is not available, the payee must sign a memo explaining why such is not available and the document creator should include it with the voucher paperwork. This should be mentioned in the document notes.
- Reimbursements must be processed within 60 days of the official occasion.
- Procards cannot be used at restaurants.
For general reimbursements, faculty must complete the COLA General Reimbursement Form, and give the printed form and receipts to Michelle Robertson. These items will be forwarded to COLA for processing.
- General reimbursements include books and other materials that are not related to entertainment or travel.
- Reimbursements must be processed within 60 days of the event/purchase.
- Whenever possible, please ask Michelle Robertson to order office supplies from UT Market. See office supplies for more information.
- University employees are exempt from Texas sales tax if a purchase is made for University purposes. Faculty and staff are highly encouraged to utilize this status as sales tax may not be reimbursable for some purposes. Tax Exemption Certificates are available from Michelle Robertson or you can download the form here. Present the certificate to the vendor for University related expenses (including entertainment) to claim the exemption. No reimbursements will be given for any Texas State sales tax for approved purchases on department funding.