Travel Guidelines - Before, During, and After

Before You Leave

Everyone needs an approved travel authorization before they travel. Please contact the Business Affairs office as soon as you know when you are traveling so that we can create the needed document, whether or not there is a cost to UT Austin.

Please turn in the completed UGS Request for Travel Authorization form to the UGS Business office. We need

• A copy of your supervisor’s approval
• Your approved travel budget (email is fine)
• Dates of travel
• The purpose of the trip
• The names of other UGS staff who are traveling to the same event (to the extent that you know)

After these items are received, a Request for Travel Authorization (RTA) number will be issued to reference the trip.

D.C. and International

Additional approval is required for foreign and Washington, D.C., travel. Please see the Travel Policy to Restricted Regions for international travel information.

Reimbursement Limits

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. 

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.

While Traveling

When you travel, please save all receipts. If you are traveling on state funds, tips and gratuities are also non-reimbursable. Your reimbursement is contingent upon your receipts. They must be

• 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 Hotel Tax Exemption form at check in to ensure you aren't charged tax. 

Meals

Please organize your meal receipts by date, label each receipt as breakfast, lunch, or dinner, and clip them together as a group. Alcohol is not a reimbursable expense. Learn about per diem limits. 

Upon Your Return

Complete the Travel Reimbursement Form (type-able) and submit to the UGS Business Office with original receipts. Please include the itinerary of the event you attended as part of your travel reimbursement request. Your request for travel reimbursement expenses must be made within 30 days of your return date.

The UGS Business Office will process the payment voucher, contact you for your signature, and submit the voucher and supporting documents (receipts) to the Office of Accounting for payment. There is generally a two- to three-week waiting period between the time the UGS Business Office submits the voucher and supporting documents, and when you receive a payment.