Faculty Travel Policies & Procedures
Please note: Per UT Austin policy, all employee travel regardless of funding source must be approved prior to the start of travel. Travel requests will route to the Associate Dean of Faculty Affairs for review and approval. This is accomplished by submitting a Request for Travel Authorization (RTA) which also serves as the primary reference for travel reimbursements.
International Travel: Prior to submitting your RTA, check whether the country you are traveling to is on the Restricted Regions list. If so, you must apply and obtain approval from the International Oversight Committee. If your destination is not a restricted region, then you only need to register your travel through the UT Austin International Travel Registry (ITR).
NOTE: Travel expenses incurred by other accompanying parties are not eligible for reimbursement. This includes students, colleagues, spouses and children.
Step 1: Request Travel Authorization (RTA)
Submit the Travel Authorization Request to receive prior approval before the start of your travel.
An RTA is required for all travel, even if:
You're not using UT funds
It’s funded by a third party or personally paid
You’re only attending a local meeting lasting over 4 hours
How To Complete the Travel Authorization Request
Go to the left-hand menu Expense Requests → Travel Authorization Request – Create.
Complete fields as prompted fields.
To avoid your authorization being returned, please complete all fields in the ‘Account Information’ section. Be sure to include account number and estimated cost.
Click Continue
Under “Assign to Group,” select: 00410 - SS FAC AFF TRAV
(You may select “Add to Profile” and “Make Default” to simplify future submissions)
Step 2: Book Travel
You will receive an email when your RTA is approved. This email will notify you of your RTA Number and VE5 Document ID —please be sure to save this information. You’ll need it both to book your travel and to request reimbursement after your trip.
Upon receiving notification of your approved RTA, please use one of UT’s approved travel vendors to book your trip. This ensures cost savings, insurance coverage, and compliance with university policies.
Recommended options:
Anthony Travel (UT’s travel agents)
Concur (UT’s preferred online system)
See links below for directions on how to book:
Travel Agency Contacts
Booking Travel Overview
If staying at a hotel in Texas, you must submit a Hotel Occupancy Form to have state sales tax waived. State sales tax from Texas is not reimbursable.
Step 3: Understand Allowable and Non-Allowable Expenses
Please review our Travel Reimbursement Guidelines
This document outlines specific do’s and don’ts in greater detail and is essential reading before your trip.
Note: These guidelines reflect common scenarios but are not all-encompassing. For full university travel policies, visit the UT Austin Handbook of Business Procedures – Travel Section.
Step 4: Post Travel - Submit Receipts for Reimbursement
Per UT policy, travel can only be reimbursed after the trip has been completed.
To request reimbursement, complete the Travel Reimbursement Request Form and upload all required receipts.
A detailed, itemized hotel folio showing zero balance is required.
Texas state sales tax is not reimbursable; city and local tax is ok.
Do not include expenses for anyone else (e.g., students, colleagues, spouse, children)—even if you paid for them. These are not eligible for reimbursement.
Submit your reimbursement within 30 days of your return.
Per University policy and IRS “Safe Harbor Rules, reimbursements submitted after 60 days will need a written explanation, considered taxable income to the traveler and may be denied.
Assign to group: 00400 - SCL Civitas Accounting
Need help? Contact us at sclbiz@utexas.edu
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