Travel Management Services is responsible for assisting in planning travel and making travel arrangements. For personalized assistance with booking travel, UT contracts with Anthony Travel to assist with booking flights, hotels, etc. Booking with Anthony's Travel is recommended to ensure travel costs are within UT travel limits and are fully reimbursable.

• Please note that travel to certain international regions is restricted due to safety risks, instability or other reasons. The list of restricted regions can be found here: Restricted Regions List

Travel Authorization Procedures

You must complete certain authorization procedures in order to get reimbursed for university-related business travel. Depending on the situation, you’ll need to complete one of the following during the early stages of the travel-planning process.

Completing a Request for Travel Authorization (RTA) is the first thing you should do when you start planning a trip for employees, prospective employees, or students using a centrally billed airfare or requesting reimbursement for travel on university business.

You can submit your Request for Travel Form Here: RTA Submission Form

International Travel

The International Oversight Committee (IOC) maintains a Restricted Regions List of locations worldwide that pose a heightened travel risk due to health, safety and/or security reasons . Travel to these countries must receive pre-approval prior to making travel arrangements.

All UT Austin employees are required, per UT System requirements (UTS 190), to register their international travel through the UT Austin International Travel Registry (UTAITR). This includes travel for research, teaching, conferences, meetings, lectures, etc.), regardless of destination. 

Registered UT Austin travelers will be supported by Texas Global Risk and Safety staff, and will be covered through On Call International overseas insurance.

• Once you are registered with On Call, you will have access to their pre-departure itinerary reviews and comprehensive destination intelligence to help you prepare for the realities on-site.
• On Call International provides extensive coverage for UT travelers who experience emergencies abroad, to include coverage for quarantining in the host country and assistance in seeking medical diagnoses of and treatment for COVID-19.
  • Employee International Travel Coverage Reference Sheet
  • Employee International Insurance Benefits While Traveling

• If you are traveling to an area designated as a Restricted Region (High Risk), you must request approval from the International Oversight Committee at least five weeks prior to departure.
• Before your departure, we highly recommend that you consult our Health and Safety Resources webpage and register your trip in the Smart Traveler Enrollment Program so the U.S. embassy is aware of your travels. (Non-U.S. citizens can register their trip in their home country’s equivalent.)

Visit the Texas Global Risk and Safety webpage for additional information concerning international travel.

The GRS team regularly hosts drop-in Q&A sessions on Zoom for anyone seeking assistance or guidance navigating the Restricted Regions travel approval process. Encourage your colleagues to attend one of these information sessions if they have any questions.

For more information on preparing for safe travel abroad, follow the International Travel Process.

• Foreign Travel Approval
• Restricted Regions
• Travel to Cuba
• U.S. Department of State
• S.T.E.P. Program Enrollment
• Fly America Act and Open Skies Agreements
• Foreign Exchange Rates (OANDA)
• UT Passport Office
• Just Passports is a non-contract source offering assistance with expediting visa and passport applications.

International Resources for Faculty and Staff

UT System Administration Risk Management Office (“ORM”) coordinates several programs to manage international risk exposures and assist both the travelers and institutions.

On Call International For Emergency Assistance

You can contact the On Call International 24/7 Global Response Center from anywhere in the world to reach an assistance coordinator who is ready to help you with your crisis, no matter how big or small. This could include, but is not limited to:

• Medical, travel, and security assistance including insured evacuation services
• Coordination of emergent and non-emergent medical care or prescription replacement
• Coordination of travel arrangements by you or a person you designate for certain emergency circumstances such as your hospitalization abroad
• Access to 24/7 tele-counseling​

Emergency Contact Information

Dedicated UT System Phone: +1 978-651-9722

24/7 Live Chat: www.oncallinternational.com/chat/direct

Email: mail@oncallinternational.com

VISA Application Letters and Guarantee of Coverage

Travel Management recommends that you obtain the documents noted below. Our office cannot guarantee which document the Country Consulate will require.

• Contact UT Select Blue Cross/Blue Shield to obtain a Medical insurance certificate

• Visa Letters and Overseas Insurance Inquiries

  If you are asked to provide official UT Austin Proof of Insurance documentation for your time abroad, email grs@austin.utexas.edu and include "ATTN: Overseas Insurance" in the subject line. Please allow at least 3-5 business days for us to process your request.

International Travel on Sponsored Projects Policy

University faculty, staff, and students routinely travel in support of sponsored activities. This type of travel has very specific guidelines to conform to university policy, federal and state law, and potential  restrictions placed upon sponsored awards. University established travel rules must be followed based on budget groups associated to specific funding sources.  Visit the Travel on Sponsored Projects page for more details and resources.