Prior approval for all business travel (whether or not it is funded), is required for a faculty/staff absence from campus for periods of half a day (4 hours) or more during normal working periods. This includes Aug 16 to May 15 for all faculty. If you have a summer teaching or admin appointment, it includes those dates as well.

Additionally, for faculty, an RTA must be done whenever you will miss a class you are teaching, regardless of the purpose of travel (personal travel, medical leave, etc.). The reason is to document the “disposition of duties” plan. (If personal travel does not impact any classes, an RTA should not be completed.)

Travelers should submit the REQ at least 7 days prior to departure for Domestic Travel and non-restricted Foreign, or 35 days before for Foreign Restricted-Regions.



Request for Travel Authorization (RTA)?

You must obtain a fully-approved RTA before your departure date. You will receive an email once your RTA is final approved. Create a Request for Travel Authorization


Request for Travel Reimbursement

Within 10 days after your trip, Create a Request for Travel Reimbursement


Foreign Restricted Regions


Faculty Travel Grants (from the Graduate School)

Eligible faculty may receive up to $1400 per academic year for travel expenses to present original papers at scholarly and professional meetings. Read more about this policy in the UT Handbook

  1. Apply for the Faculty Travel Grant here: https://provost.utexas.edu/the-office/faculty-affairs/faculty-travel-grants/

  2. After you are approved for funding, complete a Travel Authorization REQ as usual, noting “FTG acct” as the funding source.

  3. After travel is complete, a Travel Reimbursement REQ as usual.


Cash Advance for Travel

Cash advances are available for business travel in certain cases. To learn more, read:  https://financials.utexas.edu/hbp/part-11/4-cash-advance-for-travel


Travel Rules and Guidelines

It is the responsibility of the traveler to comply with UT rules, guidelines, or restrictions governing business travel. 


Travel Planning Tips

Travel expenses may only be submitted after travel has been completed.  UT offers a direct bill/payment option for airfare, rental car, and conference registration fee only.  Travel Insurance is not reimbursable.

Per Diem:  The daily per diem rate is $51.  It is broken out $8 breakfast, $13 lunch, $30 dinner.  A full day per diem can be claimed if the traveler departure/arrival times encompass all three meals.  The per diem will be adjusted if the traveler departure/arrival time does not.  Example: Traveler departs at 5pm.  The dinner $30 per diem can be claimed.

Transportation-General:  Travel must originate from UT/Austin,TX.  If traveler will be temporarily based at another location for business purposes at the start of the trip this information should be documented in the RTA.  If the traveler will be temporarily based at another location for personal reasons the traveler should obtain cost comparison quotes for the transportation expense originating from Austin, TX from one of the contracted Travel Agencies or  Expedia, Orbitz..etc .  

Airfare:  Flights may be booked via the Travel Management Services site with contracted Travel Agencies or directly by the traveler via an online reservation tool or airline. It is recommended to book with Concur or Anthony Rravel as discussed in the link above, rather than paying out of pocket for later reimbursement. This ensures the fare is acceptable and can be reimbursed.

Personal Car:  Using a personal car for in state business travel is allowable.  The traveler must submit a location to location Mapquest to calculate mileage.  See Current UT Mileage Reimbursement Rate. 

Rental Car:  Rental reservations must be made using one of the five contracted car vendors (Avis, Budget, Enterprise, National or Hertz).  Theatre & Dance currently has a direct billed account with Enterprise and Avis only.  The TMS Rental Car site can provide more information for direct billing other vendors and overall policies/fees. https://travel.utexas.edu/travelplanning/rentalcars

Conference Registration:  The department procard can be used to pay a conference registration fee for an approved RTA.  Contact Michelle Belisle for more information.

Lodging:  All lodging expenses; deposits/payments are to the traveler. 

Business and Personal Travel 

  1. Ground Transportation: Ground transportation during business travel dates are eligible.