Travel Checklist
This page is a simplified checklist; please be familiar with all policies that follow in this guide!
BEFORE YOUR TRIP
1) Speak to your advisor about your trip. Confirm:
how much they’ll cover,
which account to list on your RTA, and
if you’ll need to submit receipts for meals to them or if they allow you to take per diem.
2) Complete a Request for Travel Authorization (RTA)
Complete as early as possible. Plan to submit your RTA at least two weeks before your trip.
3) Traveling internationally? Complete international authorizations as necessary.
4) Purchase your transportation
Centrally bill airfare OR Purchase your own airfare (Economy Class ONLY; no upgrades or add-ons) and request reimbursement after your trip is finished.
If you rent a car, use one of the UT-approved vendors.
Rental Car fees CANNOT be split - if you are traveling with other UT students, the cost must be covered and reimbursed by one person.
5) Arrange your lodging
Reminder: UT will only reimburse single-occupancy rates. If you share a room with another student, you MUST split the cost and each pay half.
The maximum daily limit for lodging expenses is dependent on the city you are in as well as the account being used to support your trip.
6) Pay any Conference/Registration Fees
See Conference Registrations page for payment options
DURING YOUR TRIP
7) Make sure to retain receipts from all your expenses.
Receipts MUST show: Descriptions of the goods/services purchased, a zero balance, AND proof/method of payment. See “Reimbursement Receipts” for more information.
8) At the hotel, make sure you ask for a receipt / folio that shows the tax separate from the nightly room rate, as well as a zero balance & proof of payment. If you share the room, share the payment!
9) Keep an eye on your meal expenses! Maximum meal expenses per full 24-hour day is $51.
AFTER YOUR TRIP
Reimbursement Requests MUST be completed within 60 days of the end date of your trip—we encourage you to submit much earlier than that, since any corrections or supporting documentation needed will eat into processing time. Remember, you have 60 days to complete the reimbursement process, not just submit!