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For an overview of the University’s travel procedures, go to the Handbook of Business Procedures Travel Section. DMS policies are on the Dell Med Finance Wiki. Additionally, the department has specific policies listed below.
REQUEST TO TRAVEL REQUIRED INFORMATION
- Traveler’s name
- Destination
- Dates of travel
- Purpose
- Benefit to UT
- Disposition of duties
- Account number (if cost to UT)–check with your program coordinator
Request to Travel Form
PRIOR APPROVAL
All travel on behalf of the University requires prior approval, even if it is at no cost to UT. Travelers should complete the appropriate forms as listed in travel procedures and obtain proper authorizations through the department before travel begins. You must email your designated administrative team member after submitting the travel request form online.
Faculty/staff must submit travel requests as far in advance as possible, but AT LEAST 30 days in advance for most destinations (or 45 days in advance for international travel to a Restricted Region). Penalty for travel without prior approval: you will not be reimbursed. UT Accounting Policies dictate that we cannot reimburse travel expenses if a Request to Travel (RTA) has not been submitted prior to the first day of travel.
Be aware that deadlines for requesting Faculty Travel Grants or International Travel to Restricted Regions are firm and they are out of our control.
NOBODY IS ALLOWED TO APPROVE HIS OR HER OWN TRAVEL – REGARDLESS OF FUNDING. THIS IS A UNIVERSITY RULE.
When do you need an RTA (Request for Travel)?
- At least 30 days before the first day of travel
- When your travel is direct-billed or will be reimbursed through UT DMS
- When booking airfare through the Concur or Anthony Travel
TRAVEL REIMBURSEMENT
Any University of Texas at Austin employee is entitled to reimbursement for travel expenses incurred while conducting official university business for only his or her travel expenses and not for any other individual, regardless of who paid the travel expense.
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