Please visit UT Travel website for all travel policy and guidance: Travel Services

Please visit UT Travel Management for travel assistance: Travel Management Services

RTA Submission & Reimbursements

All travel reimbursements must to be processed through the Requests Home system. Please do not send receipts through email. If you need guidance with navigating the Request System, please contact Mayra Smith .

Note: If you are using a 26/grant account, you will need to submit your RTA and reimbursement through PRC since they have signing authority on those accounts.

Please be advised that any travel related expenses purchased with personal funds, on behalf of someone else, will not be reimbursed. Only expenses related to your travel can be reimbursed.

Reimbursement Rates for Meals and Lodging (to local accounts: 19, 30)

Accounts following local rules may reimburse actual expenses for meals and lodging not to exceed:

$260 per day for travel within Texas, of which no more than $51 per day may be for meals.
$375 per day for travel outside of Texas but within the continental U.S., of which no more than $51 per day may be for meals.
$425 per day for travel outside the continental U.S., of which no more than $51 per day may be for meals.

If the total cost of meals exceeds $51 in a day, all meal receipts must be itemized and provided for that day along with an explanation as to why.

For additional information, see the Handbook of Business Procedures, 11.5.2. Meals and Lodging.

LODGING IN TEXAS: Present this tax-exempt form at check-in, otherwise, appropriate taxes will not be reimbursed: Texas Hotel Occupancy Tax Exemption Certificate

LODGING IN OTHER STATES: taxes are reimbursable

BEFORE TRAVEL

In order to travel to a conference or meeting, you must complete a Travel Authorization Request (RTA).

RTA Process Overview

Complete your Request for Travel Authorization form via the online request system as soon as you know you will be traveling. Please make sure to include your address, phone number and email under traveler contact information.

For International Travel

When traveling internationally, please review the university's Restricted Region List. If any of your travel destinations includes a restricted region, please complete a Restricted Region Travel Approval prior to submitting your travel authorization request. Restricted travel requests need to be submitted to the International Oversight Committee (IOC) at least 4 weeks prior to the proposed departure.
When traveling internationally, please review Texas Global's International Travel Process website, International Travel Process , to ensure you've complete all necessary steps related to international travel.

RTA must include an account number (10 digits, no dashes)
If you are using a faculty travel grant for your trip, please attach your acceptance letter in your RTA

Airfare can be paid for out of pocket or Direct Billed (see below).
Contact Mayra Smith to use the ProCard for conference registration.

If you will not be seeking reimbursement for this trip, your RTA should indicate "No cost to UT”

Assign your request form to 00407 (HDFS Group Code) for review and processing.

As you travel, collect and save your paid itemized travel receipts to sort and organize upon your return.

After Travel

Reimbursements

Compile and scan your paid itemized receipts.
Complete a Travel Reimbursement Cover Sheet.
Please combine your Cover Sheet and paid itemized receipts into 1 PDF via a Travel Reimbursement Request via the online request system
Assign your request form to 00407 (HDFS Group Code) for reviewing and processing.

Here is a step by step guide of How to Fill out a Travel Reimbursement Request Travel Reimbursement Instructions_11.25.24.pdf

DIRECT BILL AIRFARE

Submit a a Travel Request to Anthony Travel.

Include the following departmental information:

Department Name	Human Development and Family Sciences
Department College	College of Natural Sciences
Doc ID (K0VE5 Number)	The VE5 document ID that is generated and emailed to the traveler when the RTA is approved
NETA (Non-Employee Travel Authorization)	A NETA is only applicable for non-employees traveling to UT. Most commonly used for guest speakers/visiting faculty. Mayra can assist in obtaining this form for you.
Billing Account Number	Faculty’s ten-digit account number (no dashes)
Comments to Travel Agent (optional)	If you need additional support, you can include your project manager’s info or Mayra’s info: Mayra Smith Senior Administrative Associate tel: 512-232-3644 mayra.smith@austin.utexas.edu SEA 2.448

Faculty Travel Guidance