Travel Management Services is responsible for assisting in planning travel and making travel arrangements. For personalized assistance with booking travel, UT contracts with Anthony Travel to assist with booking flights, hotels, etc. Booking with Anthony's Travel is recommended to ensure travel costs are within UT travel limits and are fully reimbursable.
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You must complete certain authorization procedures in order to get reimbursed for university-related business travel. Depending on the situation, you’ll need to complete one of the following during the early stages of the travel-planning process.
Completing a Request for Travel Authorization (RTA) is the first thing you should do when you start planning a trip for employees, prospective employees, or students using a centrally billed airfare or requesting reimbursement for travel on university business.
You can submit your Request for Travel Form Here: RTA Submission Form
International Travel
The International Oversight Committee (IOC) maintains a Restricted Regions List of locations worldwide that pose a heightened travel risk due to health, safety and/or security reasons . Travel to these countries must receive pre-approval prior to making travel arrangements.
All UT Austin employees are required, per UT System requirements (UTS 190), to register their international travel through the UT Austin International Travel Registry (UTAITR). This includes travel for research, teaching, conferences, meetings, lectures, etc.), regardless of destination.
Registered UT Austin travelers will be supported by Texas Global Risk and Safety staff, and will be covered through On Call International overseas insurance.
- Once you are registered with On Call, you will have access to their pre-departure itinerary reviews and comprehensive destination intelligence to help you prepare for the realities on-site.
- On Call International provides extensive coverage for UT travelers who experience emergencies abroad, to include coverage for quarantining in the host country and assistance in seeking medical diagnoses of and treatment for COVID-19.
- If you are traveling to an area designated as a Restricted Region (High Risk), you must request approval from the International Oversight Committee at least five weeks prior to departure.
- Before your departure, we highly recommend that you consult our Health and Safety Resources webpage and register your trip in the Smart Traveler Enrollment Program so the U.S. embassy is aware of your travels. (Non-U.S. citizens can register their trip in their home country’s equivalent.)
Visit the Texas Global Risk and Safety webpage for additional information concerning international travel.
The GRS team regularly hosts drop-in Q&A sessions on Zoom for anyone seeking assistance or guidance navigating the Restricted Regions travel approval process. Encourage your colleagues to attend one of these information sessions if they have any questions.
For more information on preparing for safe travel abroad, follow the International Travel Process.
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