***PAGE UNDER REVIEW - if questions, ask rtf-accounting@austin.utexas.edu***
TRAVEL RULES
We are required to follow The University’s rules for travel if we provide you support (financially or with the use of department equipment). The travel rules are STRICTLY ENFORCED and you should be aware of these rules and have access to the required forms.
1. ALL travel must be PRE-APPROVED TWO WEEKS BEFORE the travel begins.
This means that your request must be reviewed and approved by SIX PEOPLE in various offices. This is why we ask for requests two weeks in advance for domestic travel and two months - six months in advance for international travel.
Even if you're not sure you are going or if you're not sure you'll be awarded money, you should still complete the forms TWO WEEKS IN ADVANCE OF THE TRAVEL. If you do not let us know before the trip but you find funding during or after the trip, I can NOT reimburse you.
2. ALL student travel outside a 25-mile radius of the UT Austin Campus also requires that you complete: Medical Release form and Student Indemnity form These forms are attached and should accompany your Travel Request to Char. If you are a Production Area student, you need to still complete ALL the forms - it doesn't matter if Linda has a blanket Indemnity form on file for you for the current semester because it does not stipulate that you are traveling outside the 25-mile radius of the UT Austin Campus.
3. Travel reimbursements require original itemized receipts. Email versions of flight itineraries can be used if the dates, destinations, and dollar amounts paid are visible.
The only exceptions are mileage (if you drove to the destination) and meals if you are claiming the “per diem” allowed by the State of Texas.
If you have any questions, please email Lee Sparks before you travel. We want to make sure you get every bit of funding possible while staying in compliance with all the rules.
4. For international travel, refer to the International Travel Process.
We realize this seems a bit bureaucratic but The University has these bureaucratic rules in place for both your protection and the protection of The Department. We appreciate your understanding and solicit your cooperation so we can continue to make your travel reimbursements as painless and prompt as possible.
EQUIPMENT SUPPORT
Drew Saplin facilitates all requests for student travel support with department equipment. He reviews the request to verify that all all the proper authorizations have been obtained prior to releasing equipment for travel. Review the RTF Production Equipment Check-Out Rules for all department policies regarding travel with University property.
FINANCIAL SUPPORT
The graduate coordinator facilitates all requests for graduate student financial support for travel. The graduate coordinator reviews the request and then obtains the Graduate Advisor’s approval. Once approved, receipts can be reimbursed after the trip is completed.
