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Faculty Travel Guidance

Faculty Travel Guidance

RTA Submission & Reimbursements

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

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.

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

RTA Process Overview

  1. 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.

  • 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”

  1. 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.

 

HOTEL NOTES:

After Travel

Reimbursements

  1. Compile and scan your paid itemized receipts.

  2. Complete a Travel Reimbursement Cover Sheet.

  3. Combine your Cover Sheet and paid itemized receipts into 1 PDF via a Travel Reimbursement Request via the online request system

  4. 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

 

 

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