TAs, GRAs, and AIs are considered university employees and must file a travel request if they will be missing any duties for their assignment. Students who are being reimbursed by a faculty member's UT account must also submit a travel request (note that this is different from applying for a student travel award). Written supervisor approval is needed for TA, GRA, and AIs to travel and should be attached to the travel request. If the student will be reimbursed out of a UT account, they will need to obtain the faculty member's approval and attach that to the request.
PROCESS
1) Fill out a Travel Authorization Request (RTA) online and attach any necessary supervisor approvals. See this power point for detailed instructions on submitting a travel authorization request.
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) Submit your request to the KHE Travel Desk, 00055
2) Your RTA 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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Contact Phillip Salazar for information on applying for a graduate student travel award. This is a separate process than using a faculty member's UT account for reimbursement. .
- Note that travel awards are considered taxable income.
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
If you are going to be reimbursed out of a UT account and have supervisor approval, airfare may be direct billed through the UT Travel Agency. Contact the KHE staff for details on the process.
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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