Official Business Travel

How to Book Travel

All business travel must be approved for employees' absences from the campus or other designated headquarters, including:

• Length of one-half day or more, and
• Whether there is a no-cost to the university

Process and Guidance

1. You must submit an RTA (Request for Travel Authorization) form. The RTA is used as a reference for travel reimbursements.
2. The RTA form is routed to the director or supervisor and authorized account holder for approval of travel time and account use.
3. Special approval is required for travel to Washington, D.C., and foreign travel.
4. You must submit an RTA at least two weeks before your trip. If you are flying to your destination, you must submit one at least one month before your trip.
5. If you state on your RTA that you are "making your travel arrangements," please include your travel details or submit them to travel@astro.as.utexas.edu. Additional information may be required to assist in your timely reimbursement, i.e., travel comps for reimbursement, consideration of personal travel, etc.
6. Approved RTAs are required to book travel arrangements. Travel must be planned for maximum savings and efficiency.
7. Exceptions to UT travel policies must be requested in writing and approved in advance.

FAQs

What is an RTA?

"Prior approval for all business travel is required for absences from the campus (or other designated headquarters) for periods of half a day or more during the normal working period, whether or not there is a cost to The University."
 

What does "No Expense to UT" mean?
[What does it mean if I don't give an account number and check that box?]

“No Expense to UT” means all the money from the traveler's trip will come from his/her pocket or other non-UT source. This includes all expenses incurred with transportation, lodging, fuel, meals, and miscellaneous items.

Contact

For questions regarding travel scenarios, travel rules, and internal policies, please contact the Travel Office:

• Location: PMA 13.116
• Email: travel@astro.as.utexas.edu
• Phone: 512-471-1319