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As of May 20, 2013, all business-related air travel must be arranged through Anthony Travel or Corporate Travel Planners. For more information, visit the Travel Management website. All rental cars must be reserved through one of the five UT Austin-contracted vendors: Avis/Budget, Enterprise/National, or Hertz. Please use the Rental Car Direct Billing Request to prevent out-of-pocket costs. Please include the Business Affairs Office UGS Business Team (ugs.business@austin.utexas.edu) in your travel planning, in advance, for maximum savings and efficiency. Reimbursements take up to 3 weeks between the time you give us your complete travel documents and the day you receive a payment. You can only be reimbursed for your own expenditures. |
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- Reimbursement limits for meals and lodging vary according to your destination. Please ask the Business Affairs office for your specific spending limits before you leave. Learn about per diem limits. The UGS Business Affairs Office obtains its information from the Handbook of Business Procedures. The Travel Services page may also be helpful.
- If you're attending a conference, after you received your RTA confirmation, you can use the Pro-card to pay for registration (with your supervisor's approval)
- If cash advance is required, please contact the UGS Business Office for guidance at least 30 days prior to your travel.
Cash Advance for Travel
UT Austin employees may be eligible for a cash advance for travel if any of the following are true:
- The destination is an isolated area or region with limited access to suppliers or services that accept credit cards
- Travel is for an extended period of time
- It would be a financial hardship for the employee to pay the travel expenses out of pocket
Requests for a cash advance should be submitted to the UGS Business Affairs office at least 30 days prior to the date the funds are needed. If the request is approved, the employee will sign a promissory note upon receipt of the funds accepting the travel cash advance terms, which include providing the following documentation upon completion of travel:
- A complete reconciliation of the used funds
- Required receipts for all expenses incurred, according to travel rules
- Repayment of unused funds upon the completion of the trip
The UGS Business Affairs office will assist the UT Austin employee in completing the tasks outlined above the first day the employee returns to the office. The employee should expect to spend an hour with the UGS Business Affairs office to complete these tasks.
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- Original
- Itemized
- Individual (for your own expenses, and not any other individuals)
- Paid (every receipt must show that it has been paid)
Hotels
Present the Texas Hotel Tax Exemption form at check in to when staying in any Texas hotel. This will ensure you aren't charged state tax, which is NOT reimbursable. Also, make sure your hotel folio is paid out with a balance of zero to turn in with your reimbursements.
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