These policies + procedures apply to all department faculty/staff traveling beyond 25 miles of the UT Austin Campus.
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PRE-REQUISITES
In order to have your travel reimbursement paid out, you will need to complete the online non-payroll direct deposit form.
Please note that this is a separate process than your payroll direct deposit form.
Non‐Payroll Reimbursement: to be reimbursed for other things beside payroll (i.e. travel, meals, registrations).
- Click on “My Bank Information ‐ Non‐Payroll”
- You will need to log in with your UT EID and UT two factor authentication
- Follow the instructions given.
Note: Future reimbursements may be delayed if you have not completed the non-payroll direct deposit process below
(UT does not cut checks anymore).
GENERAL
POLICY
For an overview of the University’s travel procedures, go to the Handbook of Business Procedures Travel Section. DMS policies are on
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The department has specific policies listed below.
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TRAVEL REIMBURSEMENT
All faculty requests for time away, including academic travel, must occur at least 30 days in advance.
Any University of Texas at Austin employee is entitled to reimbursement for travel expenses incurred while conducting official university business
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for only his or her travel expenses
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and not for any other individual, regardless of who paid the travel expense.
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AIRFARE
Option 1: You may purchase your own flights and request reimbursement. If you select this method, you must provide us with your full itinerary and proof of purchase.
Option 2: You may contact Anthony Travel or use Concur. Both of these options require an approved RTA number, Document ID number, and a credit card number. If you choose to arrange your travel through Concur, you must register before you can use the site. Log in with your UT EID: https://www.utexas.edu/travel/concur/. If you book your travel through Anthony Travel or Concur, you must forward your final itinerary to your designated administrative team member.
BAGGAGE
The University allows reimbursement for one checked bag. Overweight baggage fees will not be reimbursed. UT Baggage Policy.
PARKING
Reimbursement for parking at Austin Bergstrom International Airport (ABIA) is permitted at the Economy B-G Parking Lots only. The University of Texas at Austin and Airport Fast Park (AFP) have an agreement that provides a discounted parking rate for UT Austin business travelers departing from ABIA. Travelers can enroll in the frequent parker program at Airport Fast Park. If you do not have a Frequent Park Card, please access the website and complete the short application form. A Frequent Park Card and member packet will be mailed to you within a few days.
RENTAL CAR
Rental vehicles at your travel destination are reimbursable. You are required to submit itemized receipts that include payment method. We also provide a direct bill option. Contact your designated administrative team member for additional information.
MILEAGE
Travelers should submit a PDF Google map that includes point-to-point mileage. In general, reimbursement for mileage due to work within Travis County is not allowed.
TAXIS/RIDESHARES
Reimbursements for taxis and rideshares are allowed (economy rate only). Itemized receipts with method of payment are required for all taxi/rideshare fares. Tips are allowed but may not exceed 20% of fare.
MEALS
The department will reimburse for meals—see limits below. Individual itemized receipts with payment method are required.
- All meals (no more than $51 per day)
- Meal receipts that exceed the limit will require written explanation (this does not guarantee approval for reimbursement)
- Tips should not be more than 20%
TELEPHONE OR INTERNET CHARGES
Telephone and internet charges are only reimbursed if you can demonstrate that they were essential for official University business. Itemized receipts are required.
INTERNATIONAL TRAVEL
International travel requires Chair approval. Your designated admin team member will obtain this permission for you. Verify with your medical insurance carrier if you are covered while traveling abroad. If you are not, you should purchase additional insurance at your own cost. Check the entry/exit information on the U.S. State Department’s website for passport and visa requirements.
Travel to Restricted Countries is more difficult and the department discourages it. If you decide to travel to a restricted country, you must meet with your designated admin team member to discuss your travel plans and purpose; they have no control on whether your travel will be approved/denied. Travel requests to restricted countries require approval by the Department Chair, a Dean’s Office designee, and the University’s International Oversight Committee.
Additional Travel Resources are available at the U.T. Travel Management website.
FUNDING
All reimbursements must be funded by your professional development, grant, or other available funds.
List of Reimbursable and Non-Reimbursable Expenses
After your travel ends, you must submit itemized receipts for all expenses you wish to claim for reimbursement.
This includes:
- Airfare
- Lodging
- Meals
- Ground Transportation
- Parking
- Conference Registration
You must submit all itemized receipts within 30 days of your ending travel date. Waiting too long to submit your receipts for reimbursement will likely result in denial, especially during fiscal year transition. All receipts must be promptly scanned and emailed to your designated admin team member.
PRIOR APPROVAL REQUIRED
- ALL TRAVEL on behalf of the University requires prior approval, even if it is at no cost to UT. Travelers should obtain proper authorizations (RTA) from the department before travel begins.
- Faculty/staff must submit travel requests as far in advance as possible, AT LEAST 30 DAYS in advance for most destinations (or 45 days in advance for international travel to a Restricted Region).
- 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/her own travel–this is a university rule.
TRAVEL REQUEST FORMS
All faculty must submit a request form for all academic/business travel, paid time off (PTO), and to report sick/emergency leave. |
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