RAM Lab Quick Tips for Students

These are the most common questions from our group. Read these first before diving into the full procedures below.

Who approves my travel? Prof. Lu (PI) must approve the trip first. Then assign your RTA to Laura Armour (admin) — she processes the paperwork.

When do I submit the RTA? At least 6 weeks before travel. Don't wait for abstract acceptance — submit as soon as you know you're going.

The form asks "Will students be accompanying you?" — I AM the student. Put "No." The form is written for faculty. You're the traveler, not a student accompanying someone else.

Do I need a separate RTA if I'm driving separately from another group member? Yes. Separate transportation = separate RTAs, even if you're going to the same conference. Each person needs their own form for clean reimbursement.

Who is the "assignee" on the RTA? Select Prof. Lu as your supervisor/PI. Laura Armour is the admin contact for processing.

How do I get reimbursed? Submit a Travel Reimbursement Request within 30 days of your last travel day. Attach detailed receipts for flights, hotel, registration, transportation (Uber/taxi). Per diem for meals is $51/day. Assign the reimbursement request to Laura Armour.

Who pays for what? First-author student presenters typically get travel covered by the lab. Ask Prof. Lu about funding source before booking.

Can I book flights myself? Yes — you can use Concur (self-service), Anthony Travel (full-service), or book independently via Southwest/Expedia/etc. Independent bookings require you to pay upfront and get reimbursed after. Direct billing through Concur/Anthony avoids out-of-pocket cost.

Student Travel Grants: The Graduate School offers $100–$1,000 awards. Departments apply once your abstract is accepted. See deadlines in the table below.

Questions? Contact Laura Armour (laura.armour@austin.utexas.edu, 512-232-9007) — she handles all travel logistics for our group.

The purpose of this wiki is to guide you through the travel process, as well as cover common situations. Please note the wiki does not reflect all travel policies or procedures. Please refer to the university's Handbook of Business Procedures or contact TRAVEL MANAGEMENT SERVICES for more information or questions. Policies may vary based on funding sources.

First Time Traveler

1. Visit the Travel Management Website to familiarize yourself with the university's procedures and requirements.

2. How to Book Travel

Travel Authorization Request

Prior approval is required when traveling for UT Business purposes. This includes trips that are paid by third parties. Please submit all travel authorization requests (RTAs) through the UT Requests system. Please note any personal travel dates when submitting your request. Should your plans change after the RTA submission, revisions to your request can be made, but may require additional documentation and approvals.

Travel Authorization Checklist: These items are required by our department

Request Information:

• Attach registration (if possible), and travel award confirmation (if applicable)

• Description: Name of conference

• Notes: Link to conference website, Travel Award Information (if applicable) and for foreign travel a statement letting us know that you registered your travel with Texas Global (more information below in the international travel section).

Traveler Information:

• EID

• Contact Information: Phone # and Email

Travel Information:

• Purpose of travel: Add comments

• Benefits to UT: Add comments

• Disposition of duties

Destination Information: Include personal travel dates (if applicable)

• Begin Date of Travel

• End Date of Travel

• Destination: City/State/Country

Additional Information:

• Check the appropriate box for each question

Assign the Travel Authorization Request to your Admin then click continue.

Booking Travel - Domestic and International

UT Business travel must be planned for maximum conservation of funds and efficiency. The University offers a self-service booking option and a full-service dedicated travel agency option. Using these tools allows the traveler to direct bill airfare and rental car expenses.

Direct Bill Booking/Planning Services

• Concur Travel - Self Service (Flights, Rental Cars, Hotel)

• Anthony Travel - Full Service

Travelers may use an online reservation tool (Expedia, Southwest, Google, etc.) in addition to the university's online tool. Booking travel independently will require the traveler to pay for expenses using their own purchasing methods (credit card, etc.), then submit a reimbursement request after the trip.

Hotels and Lodging

Please thoroughly read through the lodging and hotel information linked in the "RESOURCE LINKS" table to make sure you fully understand the university's policies in order to receive a reimbursement.

Rental Cars

There are five approved vendors offered for business travel related car rentals. Reservations must be secured using the vendor's specific rate identifier code to apply the contracted rates and insurance coverage. Rentals with vendors outside of these five may not be reimbursable without an exception. The approved vendors also offer box trucks, cargo vans and pickup trucks.

Login using your EID and password to access the rental car portal.

Approved Vendors: Avis, Budget, Hertz, Enterprise, National

Must be 21 years of age to rent a passenger van

International Business Travel - International Travel Process

• Check the Restricted Regions List. If your destination appears on this list, submit a request for International Oversight Committee (IOC) travel approval.

  • Student Restricted Regions Request Form

  • Employee Restricted Regions Request Form

• All UT Austin students and employees are required by the UT System International Travel Policy (UTS 190) to register all university-related international travel in order for the trip to be registered with On Call International.

Faculty Travel Grants

• Available for travel expenses related to presenting original papers at scholarly and professional meetings.

• Eligible faculty may receive as much as $1,400 per academic year. This includes reimbursement for allowable travel-related expenses for the conference such as lodging, meals, transportation, and registration (non-taxable). It can also be used to cover extra child-care expenses incurred because of the travel (taxable). Funds may be used for foreign or domestic travel.

  • Apply for funds here. The application will ask for the EID of your travel contact on the last page. (Please list your administrative contact)

  • Begin a Travel Authorization Request. Your Faculty Travel Grant does not need to be final approved to submit your RTA Request.

Student Travel Grants

• These awards are managed through the Graduate School.

• Full-time students are eligible

• Range from $100-$1,000

• Departments can apply as soon as the abstract has been accepted for presentation. Award may be paid in advance of travel. If the student does not attend the conference, then the Professional Development Award must be repaid.

Deadlines for submission:

Travel Reimbursement Request

Reimbursements should be received within 30 days after your last day of travel.

Please check to see if your expenses are reimbursable prior to adding them to the request. https://afm.utexas.edu/hbp/part-11/5-3-other-expenses

Travel Reimbursement Checklist

• Enter RTA #

• Click continue

Attachments to include (receipts must be detailed):

• Flight (detailed receipt)

• Hotel (detailed receipt)

• Registration

• Transportation (train, Uber, Lyft, Taxi)

• Poster printing (Must be tax-exempt)

Request Information:

• EID (should automatically populate)

• Description

• Notes: Include travel award information (if applicable)

Travel Information:

• Begin Date of Travel

• End Date of Travel

• Was foreign currency used?

• Destination

Reimbursement Information — Add Expense Types:

• Lodging: Box 1 enter the total for taxes and fees, Box 2 enter the daily rate. Texas hotels must be tax exempt.

• Meal (per diem rate is $51.00 per day)

• Transportation (flight, taxi, train, etc.)

• Conference Registration

Assign the reimbursement request to your Admin then click continue.

Frequently Asked Questions

1) Can my business trip include personal travel? Yes, but in order to be reimbursed for your airfare/transportation you must provide a price comparison that demonstrates the personal travel departure/return dates are cheaper than the business travel dates.

2) What expenses are reimbursable? A list of reimbursable and non-reimbursable expenses can be found here: HBP 11.5.3

3) Can I be reimbursed for my flight, transportation, and accommodations if I arrive one day before or one day after the conference/symposium? Yes

4) Do I need to deduct my travel award(s) from my reimbursement prior to submitting my reimbursement? Yes

5) Can I book with Airbnb and VRBO? Yes, more information is available in the Resource Links table.

Source: Adapted from MRC Travel Procedures