SW Fellows: Travel
You have a $2000 research/travel allocation as a SW Fellow.
PRE TRAVEL
There is a bit of paperwork you need to do BEFORE your departure and it should be handled by your hosting department (Contacts are below). Pre-travel procedures are the same for all UT students and employees, regardless of which department you are in.
To learn of the most recent pre-travel procedures and start them, please visit this webpage on the Integrative Biology website.
You will need to know the UT account number you are using for Stengl-Wyer related charges. Contact Jenn Yang to get that account number.
POST TRAVEL REIMBURSEMENT
Please visit this IB webpage for the most recent information on how to request post-travel reimbursement. To summarize: receipts will need to be uploaded here as PDF. You will also need to have your RTA (Travel Authorization # issued during pre-travel process) and receipts as applicable for any reimbursement claims that they are presenting for their out- of- pocket travel related expenses .
If claiming mileage, provide a pdf of a MapQuest trip print out (I if claiming mileage for more than 1 location, ideally the print out should show the Point-to-Point mileage for each trip being claimed.)
Gas, baggage fees, conference fees should be claimed under the category OTHER.
If claiming reimbursement for taxi or rideshare such as Uber or Lyft, traveler should break out the tip from rest of the rideshare cost, and put the tip amount under OTHER. Reminder that amount reimbursed for driver tips cannot exceed 20% of the Base Fare Tip value over $20 will be deducted from the reimbursement amount.
Meals are also reimbursable, but alcohol is not. Tipping cannot exceed 20% of the pre-tax amount. You should not be claiming any meals except for your own. You can either claim for actual meal amounts (receipts required for all meals ) or you can claim a daily fixed per diem amount up to the limit allowed by type of travel and type of funding (state and overseas per diems may vary.) Example, per diem maximum for continental US is $51 per day. You cannot mix actual meal claims with per diems.
All reimbursements are subject to UT travel rules that sometimes change. Visit this website to review the most up-to-date travel rules for all of UT: https://travel.utexas.edu/travelplanning
CONTACTS
If you have other questions regarding your travel needs, reach out to your departmental travel contacts below. They will be able to assist you with paperwork and UT travel rules.
Molecular Biosciences: ILSgrad@austin.utexas.edu
Marine Sciences: Sarah Durand (email: sarah.durand@utexas.edu)