PROCESS
1) Fill out a Travel Authorization Request (RTA) online and submit it to the KHE Travel Desk, 00055.
Note: For travel during the first or last week of classes and finals periods, prior approval from the Chair is required. This approval can be obtained via email between the traveler and the Chair. Chairs must review travel dates, missed classes, name of faculty member who will oversee missed classes, final exam dates and how exams will be administered, a plan for on time grade submission, and a method of contact for student queries.
2) Your RTA and FTG/VCFRG (see below for the FTG process), if applicable, will route for the proper approvals. You will receive an automated email once your travel is approved for each request.
3) Book your travel! Once approvals are obtained, you may begin making your travel arrangements. The amounts allowed for food/lodging vary by account. The KHE staff can help you with any questions.
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NOTE: Please allow at least 2 weeks for FTG/VCFRG applications to be approved prior to travel.
International Travel
- All UT Austin employees are required to register their international travel. Guidelines on the international travel process can be found here.
- You should also make sure to follow the Information Security Office's guidelines for international travel and to fill out the ISO International travel declaration form.
- If you are traveling with a UT owned computer you need to fill out an Export License Exception Certification
Airfare
May be direct billed to save you out of pocket expenses.
You can book airfare via Concur or by contacting a UT Travel Agency. You will need your RTA number when using direct bill options.
NOTE: Effective 07/07/2021, UT Austin COVID-19 travel guidelines have been updated, and you may now book your airfare online through sites such as Expedia or Orbitz. Airfare booked independently should be comparable in price.
If you are combining personal travel and business travel, you must do a flight comparison to show what the price would have been for just business travel days. We can only reimburse up to the amount it would have taken to travel for business.
The airline customer service dashboard outlines how each carrier responds to travelers when encountering a delay or cancellation. The dashboard is very useful in breaking down the aspects of how carriers will assist in those events, such as rebooking or offering meal and hotel vouchers.
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