HOTEL NOTES:

• Use a Texas Hotel Occupancy Tax Exemption Certificate if lodging in Texas.

Before Travel

In order to travel to a conference or meeting, you must complete a Travel Authorization Request (RTA). Prior to completing this request, discuss with your Advisor possible plans for funding or supplementing your travel costs.

 UT requires an approved RTA before any travel occurs, preferably 30 days in advance.

For more details about the Travel Award, see below.

RTA Process Overview

1. Complete your Request for Travel Authorization form via the online request system as soon as you know you will be traveling. Please make sure to include your address, phone number and email under traveler contact information. 

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For International Travel

• When traveling internationally, please review the university's Restricted Region List. If any of your travel destinations includes a restricted region, please complete a Restricted Region Travel Approvalprior to submitting your travel authorization request. Restricted travel requests need to be submitted to the International Oversight Committee (IOC) at least 4 weeks prior to the proposed departure.

• When traveling internationally, please review Texas Global's International Travel Process website, https://global.utexas.edu/risk/travel, to ensure you've complete all necessary steps related to international travel. 

If you are receiving support from your Advisor:		If you are NOT receiving support from your Advisor:
RTA must include Advisor's account number (10 digits, no dashes) Direct bill airfare is an option HDFS Admin will use Advisor's account for conference registration. Contact Mayra Smith to use the ProCard.		RTA should indicate "No cost to UT" Note that "No cost to UT" means that no financial support will be provided for travel expenses from PI. Image Modified

  2. Assign your request form to HDFS’s group code 00407 for review and processing.

Direct Bill Airfare

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If you are receiving Advisor support, submit a a Travel Requestform to Anthony Travel via Travel Management services. 

Include the following information:

After Travel

Reimbursements

1. Compile and scan your paid itemized receipts into one document. Upload them to this folder **All expenses incurred during travel are the responsibility of the student unless a prior agreement is reached with a PI. This includes daily per diem.**

2. Complete a Travel Reimbursement Cover Sheet.

3. Submit your Cover Sheet and paid itemized receipts via a Travel Reimbursement Request via the online request system

4. Assign your request form to HDFS’s group code 00407 for reviewing and processing.
   

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Here is a step by step guide of How to Fill out a Travel Reimbursement Request  Travel Reimbursement Instructions_11.25.24.pdf

HDFS Graduate Student Travel Award

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After you have been accepted to present at a conference or meeting and you have submitted a RTA...

• Complete the HDFS Graduate Student Travel Award Application

• Once approved, you will receive the award via direct deposit to be used for your travel. Note that this may take up to a week and taxes may be withheld, since scholarships are considered income and all income is taxed. Please plan accordingly. Once this award is spent, any further travel expenses are the responsibility of the student, unless a PI agrees to additional funding.