Travel Policies

GENERAL

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.

All faculty requests for time away, including academic travel, must occur at least 30 days in advance. Final approval of all requests rests with the Chair.

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, but AT LEAST 30 days in advance for most destinations (or 45 days in advance for international travel to a Restricted Region).

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.

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.

ADDITIONAL PREREQUISITES

In order to have your travel reimbursement paid out, you will need to complete the online non-payroll direct deposit form.

Note: this is a separate process from your payroll direct deposit form. You will not be reimbursed by UT for anything until this form is completed.

Non-Payroll Reimbursement Process:

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.

Note: Future reimbursements will be delayed if you have not completed the non-payroll direct deposit process above (UT does not cut checks anymore).

TRAVEL REIMBURSEMENT POLICIES

These procedures apply to all department faculty/staff traveling beyond 25 miles of the UT Austin Campus.

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.

AIRFARE

Option 1: You may contact Anthony Travel or use Concur (Concur allows you to create a profile and browse for flights similar to Expedia, Priceline, etc). 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 to Concur with your UT EID. After booking travel through Anthony Travel or Concur, you must forward your final itinerary to your designated administrative team member.

Option 2: 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 before departure.

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

DMS provides a direct bill option. Contact your designated administrative team member for additional information. Rental vehicles at your travel destination are reimbursable.You are required to submit itemized receipts that include payment method.

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% (you will not be reimbursed for tip amounts over 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 + REIMBURSEMENT

All reimbursements must be funded by your professional development, grant, or other available funds.

List of Reimbursable and Non-Reimbursable Expenses

You must submit itemized receipts for all expenses you wish to claim for reimbursement after travel ends for each respective trip.

This includes:

Airfare
Lodging
Meals
Ground Transportation
Parking
Conference Registration
Other miscellaneous reimbursable expenses

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.