Official Business Travel

Travel Planning

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?

An RTA is a Request for Travel Approval and must always be submitted before business travel takes place regardless of the expense to UT. 

"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. 
 

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.

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 coordinator 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.

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

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