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• For out-of-state travel requests on TxDOT-sponsored projects, be sure to fill out TxDOT's University Out-of-State Travel Request form for approval before booking your trip.
• Requires minimum of 10 business days / 2 weeks for RTI approval.
• Administrators: Per TxDOT policy, all travel should contain the following information in the notes section of the VP5 or in the VE5: Name of traveler, dates, destination, purpose, and project number.
• You can only pay for your own travel. You cannot be reimbursed for someone else’s accommodations or meals.

TxDOT Out-of-State Travel

1. Submit TxDOT Form 2632, Request for University Out-of-State Travel (rev. 8/2016), to CTR Contracts at ctrmain@engr.utexas.edu (requires minimum of 10 business days, i.e. 2 weeks, for RTI approval).
2. Submit a UT Request for Travel Authorization formImage Added to CTR Administration at ctr-admin@engr.utexas.edu
   • Please review UT's requirement for international travel Image Added.
   • Information needed:
     • Project number
     • Name of person traveling
     • Travel dates and destination
     • Sponsor and title if attending a seminar, workshop, or conference
     • Specific purpose and benefit to meet project objectives (very important for approval)
     • Estimated costs (should be according to state guidelines for mileage, lodging and meals)
     • Other charges as needed should be explained in the other items/expense notes
     • Signature of employee and supervisor
     • Abstract of paper for RTI review if giving a presentation
   • Final approval will come from the Project Manager (PM) once the out-of-state travel request is submitted by the CTR Contracts Office.

Things to consider:

• Dates of travel must be within the fiscal year of project.
• Was the travel budgeted in the project agreement?
• Is there money in the budget for this particular travel?
• How does this travel benefit TxDOT?