Faculty Travel Grant Program
Eligible faculty have a guaranteed credit line 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.
Effective 10/6/2014, faculty may use any online travel reservation system for business travel arrangements in addition to the university’s online tool - Concur. For the Concur online reservation tool and other information, go to http://www.utexas.edu/travel/. To use an online reservation tool other than Concur, see additional information and exception request requirements at http://www.utexas.edu/travel/faqs/airfareexceptionrequest.php. International reservations made through sources other than Concur will need to be entered into the ISOS database manually by the traveler prior to departure, per the Chancellor’s 2010 directive.
All tenured and tenure-track faculty members (Professor, Associate Professor, Assistant Professor and Instructor) and emeritus faculty are eligible. Senior Lecturers and Distinguished Senior Lecturers with at least five years of service at UT Austin are also eligible. Visiting, adjunct, research and clinical faculty, specialists, lecturers, classified personnel, and other non-teaching staff are ineligible.
The purpose of the travel grant is to support presentation of the applicant's original research or creative effort. The research must be presented at a recognized organized conference or professional meeting. The presentation will usually be in the form of an oral or poster presentation, but can vary with field (example: performance of a new musical work, or art exhibit). Receiving an award, chairing a session while also serving as a discussant for the session, etc. may qualify, depending on the situation. Simply attending a meeting does not qualify. Accepting an invitation to present a seminar or giving a colloquium at another university does not qualify.
Allowable Travel Expenses
The usual rules for travel on “local funds” will apply when using these funds. A short summary of these rules is presented below, but refer to your Travel Officer for specific questions.
- Airfare – normal restrictions
- Taxis – receipts not needed for taxis within city, required between cities
- Lodging and Meals – limited to actual costs (single occupancy rate) - within Texas, total limit of $220 per day ($41/day for meals) - outside Texas (continental USA), total limit $325/day ($41/day meals)
- Personal Mileage – 57.5 cents per mile (effective Jan 1, 2015 - Aug 31, 2015)
Extra Childcare Expenses
Faculty may also claim extra childcare expenses incurred because of the travel, subject to the $1200 total limit. The faculty member will need to sign a document that these are extra expenses due to the travel, and are above and beyond the normal childcare expenses. Faculty should also be aware that these expenses will be paid as a TAXABLE reimbursement to the faculty member. The form to claim reimbursement for these expenses may be downloaded at http://www.utexas.edu/provost/policies/ftgp/.
Travel Grant Questions?
Lisa Jaskolka, Coordinator
The paper application form may be completed, printed and submitted with supporting documents by campus mail to:
Faculty Travel Grants
Main Building 101, G0400
you may fax the documents to her at 512-471-7620
Procedures for Travel
Each trip requires an application. It is recommended that you submit your request as soon as your travel plans are set to assure that your travel qualifies for support from this program, and must be received at least two weeks prior to your departure date. Your travel grant is not approved until you receive a confirmation email from this office. The application form can be completed online and then printed to include with the required attachments.
No Limit on Number of Trips
Subject to the $1200 academic year total, there is no limit on the number of trips that may be taken within the year. Each trip requires an application. Unused funds from one academic year may NOT be carried forward to the next academic year.