Travel

What's Your Question? 

How do I submit a Request for Travel Authorization?

The primary purpose of a Request for Travel Authorization (RTA) is to approve and authorize employees for UT business travel. 

1.  Log on to the UT Direct Requests Home site: https://utdirect.utexas.edu/apps/services/requests/
2. Complete the Travel Authorization Request electronic form.  
   1. This electronic request must be routed through a hierarchy for approvals. Assign your request to the Area Head/Area group. 
      1. The request will then route as follows: Assign to Area Head/group > Assign to Finance Group (00259)
      2. Visit the Create a Request for Travel Authorization page for detailed instructions on how to assign it to an Area Head for review/approval.

3. When your request is approved, you'll receive a UT generated email with the subject Request for Travel Authorization (RTA) TV######### approved. 

    See Email Example

   

How do I request a Faculty Travel Grant?

1. Eligible faculty may receive up to $1400 per academic year for travel expenses to present original papers at scholarly and professional meetings. 
   1. Read more about this policy in the UT Handbook. 
   2. Apply for the Faculty Travel Grant here: https://gradschool.utexas.edu/faculty/faculty-travel-grants
2. While completing the REQ/Request for Travel Authorization Form, under Traveler Information, select “YES” to Will a Faculty Travel Grant be used to pay for part or all of the travel?
3. The REQ will auto populate the FTG account 30-9400-0557.  The traveler must add a second account per FTG rules as a precaution to direct billed transportation over the approved grant amount.  This second account could be Area Travel, Research & Travel, or any other travel eligible account accessible by traveler.  If traveler anticipates only using up to the $1400 in FTG enter $1 for the second account.  Per FTG rules not adding a second account is not an option.  The FTG will not be considered without one. 
4. Route the REQ/Request for Travel Authorization as instructed and complete the FTG application via the Graduate School site (link under 1b above).
5. The Finance Office will certify the RTA information directly to the FTG.
6. The FTG has been approved once the traveler receives an email directly from Faculty Affairs at facultyaffairs@utexas.edu with the subject line: Faculty Travel Grant Approval Notice – FTG Approval.  See image
7. If the traveler has not received the approval email prior to the travel departure date please contact Michelle Belisle immediately to ensure all steps were executed accordingly.

How do I request a Cash Advance for Travel?

1. A currently appointed employee may be eligible for a cash advance for travel if any of the following circumstances apply: https://financials.utexas.edu/hbp/part-11/4-cash-advance-for-travel
   1. Travel is to an Isolated Region
   2. Travel is more than one week
   3. Traveler is accompanying students are part of a Study Abroad program
   4. Travel is accompanying a Student Trip
   5. Financial Hardship (traveler has no credit card)
   • A Cash Advance cannot be requested for travel that can be direct billed (airfare and rental car) or paid via the procard (conference registration fees)
2. A Cash Advance Request must be submitted no less than 10 business days prior to the travel dates and cannot be submitted without an approved Request for Travel Authorization (RTA) Access form here Travel Cash Advance Request Form
3. Once the Request for Travel Authorization email has been received the traveler completes the Travel Cash Advance Request Form, print on letterhead, and submit to the Finance Office, Michelle Belisle.
   1. Within the form the Department Reviewer is Erik Felthauser, 512-232-5317, elf5@mail.utexas.edu 
   2. Department Contact is Michelle Belisle, 512-232-7978, mbelisle@austin.utexas.edu 
4. Cash Advance checks are held for pick-up in MAI, Bursar Room 8 (ground floor) on the date check needed in the form. The traveler will need to take a ID and sign a promissory note. 
5. Cash Advances follow the same Travel Reimbursement guidelines and requirements except that they are due no later than two weeks after the date of travel ended.
6. Unused funds must be returned to the University upon completion of the trip.
7. Traveler will need to submit the REQ/Travel Reimbursement form via the Request Forms system, same as standard travel, with eligible paid receipts.  The Finance Office will create the Cash Advance Reconciliation and notify traveler if funds are due back.
8. Traveler will need to sign the Reconciliation form and submit a check for funds made out to the University of Texas at Austin.
9. If travel expenses equal or are over the received Cash Advance the traveler will sign the reconciliation form, no funds will need to be returned.
10. Failure to follow the Cash Advance for Travel guidelines and meet the expected reconciliation date may result in a denial of future Cash Advance Requests.
    
    

Travel Rules and Guidelines

It is the responsibility of the traveler to comply with UT rules, guidelines, or restrictions governing business travel. 

• Handbook of Business Procedures/Travel contains information regarding allowable expenses and limits: https://financials.utexas.edu/hbp/part-11-travel

• Travel Management Services (TMS) offers pre-trip and planning information for contracted travel agencies, airfare/rental car, flight upgrade policies/requests, International travel/restrictions: https://travel.utexas.edu

• International Travel Policies, including Restricted Regions: https://world.utexas.edu/risk/policies

Travel Planning Tips

Travel expenses may only be submitted after travel has been completed.  UT offers a direct bill/payment option for airfare, rental car, and conference registration fee only.  Travel Insurance is not reimbursable.

Per Diem:  The daily per diem rate is $51.  It is broken out $8 breakfast, $13 lunch, $30 dinner.  A full day per diem can be claimed if the traveler departure/arrival times encompass all three meals.  The per diem will be adjusted if the traveler departure/arrival time does not.  Example: Traveler departs at 5pm.  The dinner $30 per diem can be claimed.

Transportation-General:  Travel must originate from UT/Austin,TX.  If traveler will be temporarily based at another location for business purposes at the start of the trip this information should be documented in the RTA.  If the traveler will be temporarily based at another location for personal reasons the traveler should obtain cost comparison quotes for the transportation expense originating from Austin, TX from one of the contracted Travel Agencies or  Expedia, Orbitz..etc .  

Airfare:  Flights may be booked via the Travel Management Services site with contracted Travel Agencies or directly by the traveler via an online reservation tool or airline.

• First, business, any other premium class, or seating upgrade will not be approved without a pre-approved exception request. See the TMS website for instructions to submit.
• EarlyBird Check-in and airline club fees are not reimbursable.
• Airfare tickets purchased as a ticket exchange will require proof of purchase for the original flight.
• Airfare cancellation or change charges are reimbursable only if incurred due to a business-related reason or a reason listed on the Texas Comptroller of Public Accounts, Textravel page. https://fmx.cpa.state.tx.us/fmx/travel/textravel/except/unrelated/index.php

Personal Car:  Using a personal car for in state business travel is allowable.  The traveler must submit a location to location Mapquest to calculate mileage.  Effective January 1, 2019 the mileage reimbursement rate will be 58.0 cents per mile. 

Rental Car:  Rental reservations must be made using one of the five contracted car vendors (Avis, Budget, Enterprise, National or Hertz).  Theatre & Dance currently has a direct billed account with Enterprise and Avis only.  The TMS Rental Car site can provide more information for direct billing other vendors and overall policies/fees. https://travel.utexas.edu/travelplanning/rentalcars

Conference Registration:  The department procard can be used to pay a conference registration fee for an approved RTA.  Contact Michelle Belisle for more information.

Lodging:  All lodging expenses; deposits/payments are to the traveler. 

• If a room is shared the traveler/payment information must be listed on the final folio.  The traveler will only be reimbursed their portion of bill. 
• Room upgrades and lodging access fees (gym, laundry, entertainment, concierge) are not reimbursable.

Business and Personal Travel 

• If a traveler plans on including personal travel during a business trip the Request For Travel Authorization/RTA must be documented with the dates of business versus the dates of personal travel.  All travel expenses will need to be incurred by the traveler and submitted for reimbursement.
• Travel expenses will only be reimbursed for the business travel dates.  Transportation to and from the business destination are allowed.  If a traveler is leaving the business destination and traveling to another destination for personal travel the transportation from the business to personal destination is allowed. Transportation from personal destination to UT/Austin is not eligible.
  
  Airfare: A trip with business and personal travel dates cannot be direct billed.  The traveler will have to purchase and submit for reimbursement.  The traveler must obtain an official round trip airfare quote for the business dates of travel from one of the authorized travel agencies prior to the trip. The quote will be submitted by the traveler with the eligible travel reimbursement receipts to help support the reimbursement of the airfare ticket.  UT will reimburse the traveler up to the quoted airline ticket.

1. Ground Transportation: Ground transportation during business travel dates are eligible.