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The School of Nursing
 
 

School of Nursing Travel Form

Overview

The Dean allocates a budget of Travel monies to each Division for each academic year (Fall, Spring, Summer). These monies are for ALL travel by faculty—intra-city travel for teaching responsibilities, as well as travel to meetings and conferences. Faculty will be reimbursed within the university guidelines for travel and provided there is available funding, for the following: faculty development and professional enrichment, travel to present papers, posters, or travel to conduct meetings. Exceptions to this policy will be for those meetings in which information specific to the curriculum or the goals of the School of Nursing would be obtained which would otherwise not be available.

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Travel Reimbursement Procedures

Authorization to Travel: In order to be reimbursed for intra-city, in-state or out-of-state travel, authorization requests must be recommended by the Division Chair and approved by the Dean or Assistant Dean at least one month in advance of the proposed travel. This document needs to be approved prior to travel. Failure to have a Request for Travel Authorization may result in the denial of a reimbursement by The University. All applications for foreign travel must be in six weeks prior to departure. No expenses for travel, including travel for teaching responsibilities, will be reimbursed unless a trip has been authorized. Travel authorization is necessary even when the trip is not reimbursed by the School of Nursing, in accordance with University policy. If any classes will be missed, this is to be indicated on the Request for Travel Authorization, with the name(s) of the faculty member(s) who will substitute during the absence.

Registration fees for professional meetings are reimbursed if approved in advance. The original receipt and program must be submitted after the meeting with the travel claim form. Please note that a completed Request for Travel Authorization (RTA) is also required if a trip is for official School business or to attend a professional meeting whether or not funds are requested. The amount requested is considered an estimate – reimbursement is made according to guidelines, not according to the amount requested.  A claim may be submitted no later than 60 days after the trip is completed. Claims submitted after 60 days may be denied, or if approved, will be reimbursed as taxable income.

  1. Fill out a Request for Travel Authorization (PDF Format) or Request for Authorization for Travel to Clinical Sites (PDF Format).

    RTAs are required for all travel, even if the travel is not to be paid for by the School of Nursing. Forms are kept in the information racks outside the Business Services offices, 2.102P.  If you are requesting Division funds, indicate "Requesting Division funds" under Account Number/Account Title. Otherwise give account number and title. The request must include the first and last day of travel. For travel to clinical sites, provide first and last days of travel for the semester, including any visits prior to start of clinical observations.

  2. Obtain signature of Nursing Division Chair for most travel.

    Travel using grant funds must be signed by the Principal Investigator for the grant in lieu of the Division Chair.

  3. The Division Chair submits the form for the Dean's approval.

  4. If approved, funds are verified by Accounting, then routed for processing. RTAs will be returned to faculty whose RTAs have not been approved. Faculty whose RTAs have been approved and processed will receive a copy of the travel documents.

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Prepayment Of Travel Expenses

Prepayment can be made on the following travel expenses.

Airfare: Flight arrangements may be made through Navigant Travel, 459-8203 or by using the University's QuickTrip online reservation system. You will need your RTA number and document number, which are generated in the approval process for RTA’s.  Contact the Business Services Office for this information.

Rental Car: For central billing to a University account, rental car arrangements must be made through Avis, Advantage, or Enterprise rental car agency. Please visit Rental Car for more information.

Registration: If you would like to have your conference registration or training prepaid, please attach your registration form to your RTA.

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Reimbursable Expenses

Complete a Travel Claim Form (PDF Format) and attach original receipts for reimbursement. Claims for intra-city travel for teaching responsibilities must include your mileage log. Mileage logs for clinical observations should be turned in monthly to ensure reimbursement. Forms are kept in the literature racks outside the Business Services office.  All other reimbursement requests must be made within 60 days of returning. Failure to complete the form in the required time period may result in denial of reimbursement, or if approved, reimbursement will be paid as taxable income.

For additional information or clarification regarding travel policies, please see a member of the Business Services staff. Additional information about other travel expenses and foreign travel can be found in The Travelers Aid (PDF Format).

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Student Travel

Students are required to complete student travel request form (PDF Format) and various other forms if traveling more than 25 miles from the University campus to attend conferences or present papers. If any of your students will be traveling with you, please contact the Business Services Office BEFORE you go.

Please visit Student Travel Policy for complete policy information.

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Travel Forms

All forms below are in PDF format.

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