Coordinating Travel for a Lab Guest
- Please email Chris Weatherly, cweatherly@austin.utexas.edu, prior to any travel so that he may process a travel authorization request for your guest.
Booking Airfare and Rental Car
- Contact the University's contracted travel agent, Anthony Travel (UTTravel@AnthonyTravel.com; 512-617-8444)
OR
- Use the Concur Booking Tool available through UT's Travel Management Services
- If you purchase out-of-contract airline tickets, please know UT will only reimburse the best available economy fare.
- Effective 7/7/21, UT Austin COVID-19 travel guidelines have been updated to reflect Administration’s decision to reopen travelers’ ability to purchase travel from their best available option, unless purchases from UT contracted agencies or the Concur online travel tool are required by your department.
- All travel, regardless of booking method, should still be the best value for university funds. Use of a UT contracted travel agency is still highly recommended due to the many benefits and 24-hour customer support provided by the agencies.
Booking Lodging
- Hotels are booked by the traveler for reimbursement upon return to Austin.
- Hotel receipts must include proof of payment, either a zero balance or the last four digits of your credit card number.
- If you are sharing a room, please split the charges at checkout.
- UT will only allow reimbursement for your own expenses.
Post-Travel
Reimbursement
- The following original receipts are required for reimbursement:
- Car rental receipts
- Gasoline receipts
- Taxi, bus, or train receipts for travel between cities
- Lodging receipts which must include the hotel/motel, or short-term rental folio card showing itemized costs
- Itemized meal receipts if you exceed the $51 per diem
- Registration receipts if registration was paid for by the traveler
- Miscellaneous expenses
- You should submit your receipts as soon as possible after incurring the costs.
- Receipts received after 60 days require additional levels of approval and justification, and may not be considered reimbursable.
Please email Chris Weatherly, cweatherly@austin.utexas.edu, prior to any travel so that he may process a travel authorization request for your guest.
Submitting Reimbursement Requests
- Log into the Request System using your UT EID.
- Under “EXPENSE REQUESTS,” create a Travel Reimbursement Request.
- Complete all applicable fields and upload all relevant documentation.
- Assign request to Group #00029 – Neuroscience, Travel Authorization Processors.
- You will receive a confirmation email when your request is approved.