Booking Flights
University personnel may book flights from any website for reimbursement. Send your itinerary to travel@astro.as.utexas.edu when purchased. Concur or a contracted UT travel agency may still be used and direct billed.
Baggage Fees
The State Comptroller's Office has stated that checked bag fees are now being charged by some airlines. See Expenses & Reimbursements.
Mileage
Employees can be reimbursed for travel at the rate listed on the Texas Comptroller of Public Accounts' Travel Reimbursement Rates Web page. Official mileage is calculated using the addresses of origin and destination on mapquest. Approximate (unoffical) mileage for common trips is listed at Distances.
Car Rental Agencies
Use direct bill with Avis, Enterprise or National, but swipe a credit card at Budget and Hertz. Insurance is included on all domestic rentals. Foreign travel needs additional insurance. Ask for assistance from the Travel Office.
Billing for Hotels
Staying in Texas? Get a state-tax-exemption form from us (pdf), or you must pay tax yourself (non-reimbursable).
In or out of state at any hotel, ask for the State Government Rate, if available, for considerable savings.
Mandatory Seat Belts
Rules concerning using safety belts while traveling in university vehicles are now in effect.
Mandatory Safety Belt Usage in College Vehicles (pdf)
International Fares & REGISTRY
Contract Airline Fares now includes some international rates. See the last category of the Contract Air Fares link at left.
There is a requirement to register your international trip in the International Travel Registry (ITR) before departing. See https://global.utexas.edu/risk/travel/register. ITR registration is the crucial step in the travel process that alerts On Call International (24/7 medical and security assistance provider) that you are abroad. This is a UT System and UT Austin policy requirement for all employees and students.
