Online Travel Reimbursement Form

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.

In some cases, you may not have access (e.g., if you are supported by certain types of external funding or are a volunteer, etc.) In some instances, you may lose access (e.g., if you are not appointed during the summer or if you are traveling to complete work on a project shortly after you have technically graduated).

To do so, please email Jaymie 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.

Travel Reimbursement Using the Online System

1. Access the Online Request System

   • Sign in with EID & Password here: https://utdirect.utexas.edu/apps/services/requests/
     
     

2. Under “EXPENSE REQUESTS,” click “Create” next to “Travel Reimbursement Request”

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3. Enter the RTA number of the trip you are requesting reimbursement for.

   If you don’t know the RTA number, you can enter your EID and select an RTA from your list of approved RTAs.

4. Select the trip you need reimbursement for, then click “Continue”
   
   

5. Scan and upload your receipts using the “Add Attachment” button.

   Make sure to choose the correct category from the drop-down menu:

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6. Fill out the rest of the fields:
   
   

    

   Click here for step-by-step instructions

   Requester UT EID: <your EID> Description: (This should be pre-filled for you as “Travel reimbursement for <RTA #>”) Request Notes: (Nothing required. If you have any notes or explanations, add them here) Begin Date of Travel: (pre-filled for you. You can change it if necessary) Begin Time of Travel: <the time you began your trip. i.e., counting from the time you left your house to go to the airport/bus stop/etc.> End Date of Travel: (pre-filled for you. You can change it if necessary) End Time of Travel: <the time you ended your trip. i.e., got back to your house from your return flight, etc.) Was foreign currency used on this trip? Yes/No (if yes, please select which foreign currency) Destination: (pre-filled for you) Add Expense: use the down arrow to add each of your expenses. Fill out the fields that pop up with the relevant information and press “Create expense item.” See Common Mistakes in Entering Expenses, below. Payment method: If you don’t have nonpayroll direct deposit set up, there will be a free response field. Please enter an address the check should be mailed to, or leave your telephone number and request to pick the check up in person. If you DO have nonpayroll direct deposit set up, you can choose “Yes” for direct deposit. Choose “No” to enter an address or phone number and receive the physical check. If you want to set up nonpayroll direct deposit, follow the instructions here: https://austin-utexas.custhelp.com/app/answers/detail/a_id/1798/kw/set%20up%20nonpayroll%20direct%20deposit  Will you claim more expenses for this trip at a later date? If you are definitely sure you will need to submit more receipts later, you can select “YES.” However, most of the time, please answer this question as “NO.” If you are not sure whether you will have more later, just select “NO.” You can still turn in another request later, even if you have answered “NO.”

7. Press “Continue.”
   
   

8. Assign the Reimbursement Request to “WNCG Travel Processors.”

   Follow the same basic process as assigning an RTA:

   Click here to expand...

Common Mistakes in Entering Expenses

Lodging:

• Please make sure to separate the tax amount from the nightly rate. If your receipt doesn’t have that information, you MUST request a new receipt from the hotel!

• AirBnB lodging should be entered as a “hotel” with a nightly rate; not as a “lease”

• When you enter the hotel expense, it only lets you input one room rate & one tax rate. However, if your nightly/tax rates changed per night during your stay, you should go back and change the rates in the fields that pop up. Do not use an average rate; your entered amounts should match your receipt exactly.
  
  

Meal Expenses:

• Per diem can be claimed for up to $51/day. This is only possible if you were traveling the full 24 hours of a day; you can claim a prorated amount for days less than 24 hours.

  • For example, if your trip was from 12PM on September 1 until 8AM on September 3, your per diem would be: Sept 1 ($25 max), Sept 2 ($51 max), Sept 3 ($17 max)

• WNCG Staff defaults all meal reimbursements to the per diem rate. We will only reimburse "actual" meal receipts if your advisor specifically requested you to itemize your meals.

  • You can't claim both per diem and "actual" meals; only one or the other for the duration of the same trip. If your advisor tells you to provide itemized meal receipts, you must do so for all meals for the duration of your trip. Also, all receipts must meet the requirements for reimbursement receipts.
    
    

Airfare:

• List any baggage fees separately using the “Other” category. Do not add them to airfare total.

Please make sure all receipts show:

1. A description of each item that was purchased,

2. proof of payment/zero balance,

3. and method of payment (usually credit card name and an authorization number)

For more information on receipts, see Receipts for Reimbursement

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