These procedures apply to faculty/staff traveling beyond 25 miles of the UT Austin Campus.
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.
TRAVEL REIMBURSEMENT
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 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.
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:
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.