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Foreign Travel on State Funds- International travel using state funds requires pre-approval from the dean. The Approval request for foreign travel on state funds (VE5/6) is to request approval and will be sent to the Office of Accounting to be scanned as part of the routing. The VE5/VE6 should be completed prior to submitting this form and the approval to be indicated in the voucher notes.
Non-Employee Travel Authorization- This form allows for payment of direct billed travel expenses for a visitor. This does not allow for reimbursement of individual expenses or payment for service. (Please refer to HBP 11.5.5)
Arrangements
The university has specific rules pertaining to booking travel. Please review all travel guidance noted above prior to making arrangements.
Please note that any University of Texas at Austin employee, prospective employee, student, or independent contractor is entitled to reimbursement for their own travel expenses (not for any other individual) incurred while conducting official university business, regardless of who paid the travel expense. HBP Part 11.5.A. For example, a partner accompanies a UT employee on a business trip and the hotel folio indicates double occupancy. Only half of the daily rate would be reimbursed if the rate differs from single occupancy.
Only travel related to university business may be reimbursed. For each destination, a business reason is required. For example, if a UT employees flies to New York City to visit family prior to flying to London to deliver a paper at a conference, no expenses related to New York City would be reimbursable. In this case, a comparison showing the cost of a direct flight to London vs a flight with layover in New York City would be required.
The university has three preferred travel agencies for booking airfare: Concur, Anthony Travel, Corporate Travel Planners. For contact information on each, please visit the Travel Management Services Travel Planning website. For car rentals, the university has five allowable companies to use: Avis/Budget, Enterprise/National, Hertz. This request form is for use only when requesting an exception to use a rental car agency outside of the 5 allowable companies. Please note this form should be completed prior to travel to ensure reimbursement is allowable.
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