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• If you will be out of town for more than 30 days and wish to be paid for a meal allowance beyond the 30 days, you need approval from your department. The College will now allow these payments if they are approved internally.
• We strongly encourage faculty who will be paying for extraneous research needs to request a Cash Advance before travel. If a trip will include group travel and/or research payments, please ask about the possibility of a cash advance.
Travel Cash advances provide the convenience of receiving funds before travel begins.
Study cash advances are also available for payments made to study participants.
Travel involving payments made to workers, non-commercial lodging, group travel, entertainment, and program expenses can be made via a travel cash advance with prior authorization.
With a Cash Advance, you are able to pay third party consultants or pay for group travel. Please remember that without a Cash Advance we cannot reimburse faculty directly for these payments.
For example: You cannot be reimbursed for paying for travel expenses for others, however you can pay expenses for other researchers on your team with your Cash Advance.
Cash advance requests should be submitted within 2 to 4 weeks before the date funds are needed, and receipts are due 14 days after travel has been completed.
If you or your faculty member are unfamiliar with the ease in which Cash Advances can cover your travel expenses, please ask to meet with us and we will go over the pros and cons for your particular situation.
• You cannot be reimbursed for travel to a Restricted Region unless you have received advance approval from the International Oversight Committee in the International Office for such travel.
For more information about international travel requirements and precautions for travel to Restricted Regions, see httphttps://worldglobal.utexas.edu/risk/travel/travelpolicypolicies.
For example, anyone traveling on University business or programs must be enrolled in the International SOS system. The International Office has automated registration for faculty and staff who purchase travel through a
UT-contracted travel agency. Students in Study Abroad programs register in the Study Abroad Portal or in the International Travel Registry at the International Office website. All other UT travelers are required to complete travel registration with International SOS. Failure to register travel with International SOS may result in program suspension or the IOC decision to withdraw approval.