Prior Authorization for Travel
A Request for Travel Authorization (RTA) is required for all UT employees as well as non-employees (who are not receiving an honorarium) 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.).
Faculty Travel Grants
The Graduate School offers a Faculty Travel Grant. Eligible faculty will be guaranteed up to $1,200 per academic year for travel expenses to present original papers at scholarly and professional meetings. This includes reimbursement for all allowable travel related expenses (such as lodging, meals, transportation and registration, which are non-taxable reimbursements), and can also be used to cover extra childcare expenses incurred because of the travel (a taxable reimbursement). An approved “Request for Travel Authorization” (RTA) must be on file prior to making the travel. Funds may be used for foreign or domestic travel.
The University of Texas at Austin supports and encourages international travel and collaborations and recognizes that a global perspective is essential to its academic mission. The University is committed to the safety and well-being of its students, faculty and staff when they participate in these activities and realizes that some areas of the world present heightened health and safety risks. In particular, countries that have U.S. Department of State Travel Warnings have been identified as regions that require special efforts to mitigate risk and, when necessary, call for the avoidance of travel altogether.
The University of Texas System requires all travel to countries with U.S. Department of State Travel Warnings to be reviewed and approved by the University's International Oversight Committee (IOC). This policy outlines the procedures that all students, faculty and staff must follow to ensure their international travel complies with the UT System directive. These procedures are in addition to all other requirements for travel set forth by the traveler's department/unit.
Once the traveler's RTA is final approved, the traveler may arrange travel through one of the University's three approved methods.
*NOTE: All flight arrangements for business travel must be purchased using one of these vendors.
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. There is also a new app to streamline the Concur process.
*NOTE: Some rental cars and hotels booked through Concur offer e-receipts
Corporate Travel Planners
Travel can be booked by phone or via the online reservation request form.
Toll-Free phone: (800) 906-3002
• 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. Tips for travel expenses may not exceed 20% of the reimbursed amount.
Folio showing proof of payment.
*NOTE: We are not able to reimburse State Sales Tax if located within Texas.
The Travel Payment Voucher is processed after the travel is complete and the traveler has submitted receipts for reimbursement.
• Meals & Lodging
Moving expenses are expenses incurred during a new faculty member’s relocation from their previous residence to their new residence.
- General Reimbursement Form
- Entertainment Reimbursement Form (OOEF)
- Travel Authorization Request (TAR) Form (UT Direct)
- Travel Reimbursement Form
- Professional Services Payment Questionnaire
- Payee Information Form (PIF)
- Procard Charge Form
- Purchase Order Request Form (online)
- Deposit Request Form
- Texas Sales & Use Tax Exemption Certification