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Travel Expense Reimbursement

Travel Expense Reimbursement

Jan 28, 2025

 

REMEMBER: You must complete reimbursement within 60 days of returning from a trip!

 

PLEASE NOTE

You can only be reimbursed for your own personal expenses. If you share a hotel room, you can only be reimbursed for your portion of the costs (total cost/number of guests). DO NOT purchase airfare/lodging/meals on behalf of another traveler. 

 

Reimbursement Rules

See Reimbursements for rules that govern all reimbursement types.

Methods

Travel reimbursements can be issued via check or direct deposit.

  • If by check, you can choose an address to have the check mailed to. Alternatively, you may make arrangements to pick the check up in person from the Business Office.

  • If by direct deposit, you must have Non-payroll Direct Deposit set up. Learn more about Non-payroll Direct Deposit and access the set-up link here: Non-payroll Direct Deposit

Submitting a Reimbursement Request

Online Request System

Most WNCG members have access to the online system. If you have access, please follow the instructions in the following sections to submit your reimbursement.

See: Online Travel Reimbursement Form

For those who cannot access the Online Request System

In some cases, you may not have access. For example, if you are:

  • supported by certain types of external funding

  • are an un-appointed volunteer

  • etc.

In some instances, you may lose access. For example, if you are:

  • un-appointed over the summer

  • traveling to complete work on a project shortly after you have technically graduated

  • etc.

If you have tried using the online request system and receive error messages indicated that you don't have access, please email WNCG Staff for help submitting your reimbursement request. You will need to provide any and all receipts as well as a complete list of the expenses you are claiming.

See: Reimbursement Without Online System

Travel Grants/Stipends given to travelers for Conference Expenses

PLEASE NOTE: We cannot adjust your travel reimbursement to account for a travel grant or stipend – the full dollar amount must be deposited per the instructions below in the form of a personal check.

If you receive a stipend or travel grant from the conference you are attending, here are the steps to follow in order to apply those funds to your trip:

  • Write a check to The University of Texas at Austin for the amount you received

  • In the memo line, write your RTA Number

  • Bring the check to the WNCG Staff Office (EER 6.804) during business hours (9 am – 4 pm Monday-Friday)

  • WNCG Staff will deposit the check on your behalf; the money will be deposited into the account that funded your trip.

 

Please note: The information here is summarized for your convenience. Though we attempt to keep it updated, University policies are complex and ever-changing. We must defer to current policies if they differ from what is written in this guide. There may also be other requirements for various processes not listed here.