Official Business Travel

Travel Planning

All business travel must be approved for employees' absences from the campus or other designated headquarters for one-half day or more, regardless if there is a cost to the university. 

"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." HBP Part 11.2 Travel Authorization. 

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" such as flights, please submit flight information to travel@astro.as.utexas.edu. If you are taking non-business days or traveling from an airport outside of the Austin/West Texas headquarters, please provide that information as well. 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

• UT is not paying for my business travel expenses, do I need an RTA? Yes, you must always submit an RTA when you are traveling for business.
• 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, e.g., another institution or university. This includes all expenses incurred with transportation, lodging, fuel, meals, and miscellaneous items.
• What if I received external funding to supplement my travel? Supplemental funding must be reported in your RTA and reimbursement request. If you have requested external funding and approval is pending when completing your RTA, please note the external funding request. Once funding is approved, you must provide details about your award. To calculate reimbursement, submit all trip costs and award documentation for UT accounting approvals. 

• I am taking personal travel during my business travel. How do I handle? You must inform the travel associate BEFORE your trip. Comps will be required for airfare. This includes departing or returning from an airport other than AUS/ABIA (or your local airport if you are employed offsite) for personal reasons. If you do not notify the travel associate, you are at risk for not being fully reimbursed for your airfare. 

  For example. I’m attending a wedding in Phoenix and want to fly to my conference from there. Report that you will be traveling to the business destination from outside of your designated headquarters for personal reasons on your RTA. This will allow the travel associate to prepare a cost comparison for your flight.

• What does “cost comparison” or “comps” mean? A cost comparison is a quote of transportation expenses for the business travel portion of a trip that has been combined with personal travel. When a cost comparison is higher than the total cost of actual transportation, actual expenses will be reimbursed. When the cost comparison is lower, your reimbursement will be limited to the comparison rate.

• How do I make hotel reservations when traveling for business? You’ll need to make your hotel reservations, as they are held on your credit card. The travel associate does not book employee hotel reservations. Please avoid Booking.com; they do not provide tax receipts. If the hotel is in Texas, request state rate. Outside of Texas, government rate if available. 

  For reimbursement, you will need an itemized invoice from the hotel that shows the payment has been made. If your hotel is located in Texas, you must provide the hotel occupancy tax exemption form; state taxes will not be reimbursed. 

  If you share lodging with another business traveler, you will need to show proof of payment from each traveler for reimbursement. 

• What are the hotel limits? Reimbursements are subject to official rules and regulations. The amounts that may be claimed depend on the sources of funding and department practices. https://travel.utexas.edu/booking-travel/hotels
• I am attending a conference in Austin, what do I need to do? If you attend a conference or work event in your designated headquarters, you should submit your RTA if you are going to be away for one-half day or more. The only difference for this travel is that you are not allowed meals or lodging expenses within your designated HQ.
• If I go out to dinner with a business colleague, can I pay for their meal and get reimbursed? You will only be reimbursed for your expenses on a travel reimbursement. There will be no reimbursement for your business colleague’s dinner.

Contact

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

• Lauren Graves, Travel Associate
• Location: PMA 13.116
• Email: travel@astro.as.utexas.edu
• Phone: 512-471-1319