Travel Procedures

HOW IT WORKS

A Request for Travel Authorization (RTA) is required for all UT employees traveling to conduct University business, regardless of whether or not there is any cost to the university. An RTA is needed any time a person conducts University business off-campus for more than 4 hours (i.e. local conference, meeting, etc.).

Review the Handbook of Business Procedures to identify what is reimbursable.

ONLINE REQUEST FORM LINK

1. Click "Create" for "Travel Authorization Request"

2. Enter Travel Information
   
   • Disposition of Duties: Grad students (except certified TAs) should not teach on behalf of faculty.
3. Account Info: Please be sure to select whether a UT account will be used for travel and add the account number or select “NO COST TO UT”. 
4. Amount: add an estimated cost for your travel or a default travel cost will be added for accounting purposes.
5. Click “Continue”.
6. Next page, "Choose Assignee", use the drop box in “Assign to” and choose “Group”. Enter 00377 for the Mechanical Engineering Department. Click "Assign".

Please Note: if using a Faculty Travel Grant (apply to Faculty only), you will also need to add an additional account number for any overage. The RTA will not be approved by the FTG coordinator if there is no additional account listed in addition to the FTG grant. For the FTG account, you can only encumber $1.

HOW IT WORKS

ONLINE REQUEST FORM LINK

Travel reimbursement should be submitted for processing within 30 days after the travel is complete. 

1. Click on “Create” for “Travel Reimbursement Request”

2. Enter your EID to look up your travel
3. Next, click "Add Attachment" to upload scanned receipts and/or invoices. Save by your last name and type of receipt (Ex. last name – airfare, last name – hotel receipt, last name – taxi, etc.)

4. Review Amount
5. Click “Continue”
6. Next page, "Choose Assignee" use the drop box in “Assign to” and choose “Group”. Enter 00377 for the Mechanical Engineering Department. Click "Assign"

Reminder: Due to Internal Revenue Service (IRS) regulations and the Safe Harbor rules, expenses older than 60 days require a written explanation as to the reasons for the lateness. These late reimbursement requests will also require additional levels of approval and may even run the risk of being disallowed entirely or reported as taxable income to the payee. For exceptions to this policy, contact Travel Services.

HOW IT WORKS

STEP 1: Submit a Request for Travel Authorization (RTA) online three weeks prior to travel: Online submission for ME

• Missed Classes: Requests should explicitly state which qualified instructor will be substituting for any missed classes. In general, the substitute needs to be another faculty member or instructional staff. Post-docs (unless approved by the department chair), TAs and GRAs should not be teaching missed classes.
• Students & Staff (Post docs, GRAs): You MUST receive permission from your supervisor to submit an RTA. After discussion and approval from your supervisor, complete the RTA form in person or online. An RTA is required for conferences, field site research, etc. An RTA is required regardless of the travel destination.
• Per Departmental Policy, funds are encumbered for travel. Domestic travel will encumber $1,500 and Foreign travel $2,500. 
• Per Diem breakdown as follows:
  • Breakfast $11
  • Lunch $15
  • Dinner $25
  • Total $51/per diem

STEP 2: Receive an RTA approval email with RTA Document ID (ex: 60VE5123456)

STEP 3: Reserve flight, hotel, and rental car with Anthony Travel using RTA Document ID. You can also book your own travel and seek reimbursement upon return.

Travel Planning Information

• Airfare
• Hotels
• Rental Cars

STEP 4: Travel and Save your receipts!

HOW IT WORKS

STEP 1: Submit for reimbursement online by clicking on "Travel Reimbursement Request"

• Submit clear scanned copies of your receipts
• Travel reimbursement must be final approved within 60 days of travel, so receipts should be turned in within 30 days of your last day of travel.

HOW IT WORKS

• FOREIGN TRAVEL: Some foreign destinations are considered restricted regions and travel must be approved by the International Oversight Committee
  
  For information on this policy and its procedures, view the International Office’s UT Travel Policy to Restricted Regions

• GROUND TRANSPORTATION: Keep all taxi, bus, and other ground transportation receipts for reimbursement.

• AIR TRAVEL:
  
  • CENTRALLY BILLED AIRFARE:
    
    • Register
    • Search for Flights, Hotels, Car Rentals – You can Centrally Bill or use a Personal Credit Card for payment in Concur. Personal Credit card payments will be reimbursed with submission of receipts.
  • PURCHASED AIRFARE:
    • It is the Traveler’s responsibility to ensure a reservation booked outside UT Travel is the best rate.
    • Airfare itinerary will be submitted with reimbursement.

• CAR RENTAL: To centrally bill an Avis, Enterprise, or National car rental, please submit a Rental Car Central Billing Request to Travel Management Services after completing your reservation.
  • Use Avis or Enterprise when traveling on UT business, to reserve a rental car on a personal credit card for reimbursement, please use the link below. 
  • Only the 5 contracted Rental Car companies below can be used for business purposes and reimbursed

UT Rental Car Vendor Discount Numbers if Reserving with Personal Credit Card

Information on rental cars and discount codes.

• PERSONAL VEHICLE: If you travel to an event in your own vehicle, you are authorized to request reimbursement for either mileage or gas – not both.
  • If you request mileage reimbursement you must submit a map, use MapQuest route planner that shows your road route from your Starting and Ending locations.
  • Note: Google Maps cannot be used for state accounts

• MEALS & LODGING: This can vary depending on the type of account

NOTE: Hotel/lodging expenses must be submitted to for reimbursement unless direct billing can be used for your chosen lodging facility. If you are sharing a hotel with someone else, be sure to get the hotel to split the invoice per traveler. For example, if the total bill is $1000, ask the hotel to split the bill to show $500 charged to Traveler A and $500 charged to Traveler B. Remember your travel is reimbursed per individual, including all personal travel expenses on your reimbursement request.

• MISCELLANEOUS EXPENSES: Parking, Wireless, Telephone, Conference Registration Fees, Printing, etc. Acceptable business related expenses will be reimbursed. Keep your receipts! If you are not sure, ask your Travel Coordinator.