A Request for Travel Authorization (RTA) is required for all UT employees and non-employees traveling to conduct university business, regardless of whether or not there is any cost to the university. Non-employees can include prospective students, job applicants, guest speakers, etc. An RTA is needed any time a person conducts university business off-campus for more than 4 hours (i.e. local conference, meeting, etc.).
Please submit the online TAR request 7 days prior to departure.
• If you are in a department, please assign the TAR to your departmental contact.
• If you are in a unit serviced directly by CoLA CBS, please assign the TAR to your CBS contacts:
Group 1 (Stephanie Hollub-Fletcher, Nhi Nguyen, Jessica Crawford)
Group 2 (Amy McMillan, Matthew Benavidez, Brenda Fields)
Policy on International Travel to Restricted Regions
Concur Online Reservation System
The first time you use the Concur online reservation system, you will be asked to register and create a profile. Please click here to access Concur through Travel Management services.
Note: For more information on the Concur online reservation system and Anthony Travel agency, please click here.
Some rental cars and hotels booked through Concur offer e-receipts
Travel can be booked by phone, email, or via the online reservation request form.
Local phone: (512) 617-8444
Toll-Free phone: (800) 684-2044
Corporate Travel Planners
Travel can be booked by phone or via the online reservation request form.
Toll-Free phone: (800) 906-3002
Rental cars can be booked through the approved travel agencies, or booked directly through the preferred vendors.
Avis/Budget, Enterprise/National, and Hertz are the preferred vendors for rental cars at UT Austin.
For more information on booking a rental car, please click here.
State of Texas Hotel Tax Exemption (PDF) UT travelers are exempt from state (not local) hotel occupancy taxes within Texas when staying at a hotel on university business.
For information on cash advances related to travel or participant studies, please click here.
• Personal car- mileage printout from Mapquest
• Rental car- invoice with proof of payment
• Airplane- invoice with proof of payment
• Mass transit- please keep all receipts and payment stubs
Note: Receipts for ground transportation are not required for reimbursement. Please keep a log of expenses.
An overnight stay is required for meal reimbursement. The daily rate of reimbursement is set by each department within college and university guidelines. Please check with funding department for details.
• Folio with proof of payment
*Please note: Make sure to have hotel remove State Sales Tax if located within Texas.
Please submit receipts upon completion of travel. It is best to paperclip receipts together with the coversheet (PDF) and not tape, highlight, or staple them.
For specific instructions related to processing travel-related documents in DEFINE, please click here.