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Travel Authorization Request Form
Travel Reimbursement Request Form
Travel Cash Advance Request Form

Please submit travel authorization requests by clicking on the button below.

Travel Authorization Request Form

Travel Authorization Requests (TAR)

All business travel must be approved by submitting a Travel Authorization Request (TAR) prior to beginning travel. TARs processed after the fact need to be sent to the CoLA Dean’s Office for approval, along with a memo from the faculty stating why the TAR is late. New CoLA policy allows a faculty member three late TARs during the fiscal year after which TARs and reimbursements will not be approved.

Please email service@prc.utexas.edu for assistance.

  • UT policy requires that faculty, staff, students, and visitors submit a TAR prior to a business trip and that the RTA be approved by UT prior to your starting your trip. A 30 day minimum is required for foreign travel.
  • Travel Authorization Requests should be completed online using the Travel Authorization Request form. Note: some grant accounts may need sponsor approval for travel if not specifically budgeted.
  • A TAR should be submitted whether or not you are requesting reimbursement.
  • Faculty travel must be approved in advance by the department chair.
  • International Travel: All UT Austin employees and students are required to comply with the mandatory International Travel Process. Prior to submitting your RTA, review the restricted regions list. If planned destination(s) appear on this list, you must apply for and obtain travel approval from the International Oversight Committee (IOC) before the RTA can be approved. Requests for exemptions must be submitted at least five weeks prior to the anticipated date of travel. All university employees and students traveling abroad on university business – regardless of destination — are required to register their trip in the UT Austin International Travel Registry (ITR), which automatically enrolls travelers in emergency assistance and overseas insurance through On Call International, as mandated by UT System.
  • §  Per the UT IOC, travel to U.S. territories (American Samoa, Guam, the Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands) must be registered in the ITR to ensure emergency assistance and overseas insurance coverage through On Call International. ITR registration also informs the campus leadership, Texas Global, On Call International and UT System that we have travelers in these locations who may need support in event of emergency.

Using Anthony Travel or Concur:

Once your RTA is submitted and approved, you may make your airline reservations by contacting Anthony Travel or Concur. Reservations made through Anthony Travel or Concur will be directly billed to the appropriate account. 

To book your flight through the UT travel agency you can call or email Anthony Travel.
To book with Concur visit the Concur Online Booking Tool.

Travel Reimbursements

Please submit travel reimbursement requests by clicking on the button below.

Travel Reimbursement Request Form

  • Receipts should be submitted within 30 days of event to allow payment to be finalized within 60 day deadline.
  • Receipts for lodging and flights not booked through Anthony Travel are required. Receipts for local transportation (taxi/uber) and airport parking are not needed but they will need to be listed on the reimbursement request with dates and trip purpose included (i.e. 10/21/22 Airport to Hotel, $28).
  • Meals are reimbursed at a per diem rate of $51 a day.
  • Reimbursements for group meals should not be submitted with your travel reimbursement. Please submit an entertainment reimbursement request for these meals.
  • Business and first class flights will be reimbursed at the amount equivalent to an economy flight. If a business or first class flight was purchased, please also submit an equivalent economy flight for comparison. Seat selection fees and oversized baggage fees cannot be reimbursed.
  • Early bird check-in fees are only allowed on certain accounts.
  • Flights cannot be reimbursed if points were used to purchase ticket.
  • If purchasing a flight using a credit, the credit must be for a flight initially purchased for UT business that was cancelled. We will need receipts from the original flight purchase and the new flight.
  • Mileage for out-of-state travel is reimbursed at the lesser amount of an equivalent economy flight. Please submit an equivalent economy flight for comparison.
  • International travel must be registered through the UT Austin International Travel Registry (ITR).  Prior approval is needed if the destination is on UT’s restricted regions list. Information on travel restrictions can be found here.
  • There are lodging and per diem limits on different accounts and destinations.
    • Local account (26, 19, 30):
      • $260 per day for travel within Texas, of which no more than $51 per day may be for meals.
      • $375 per day for travel outside of Texas but within the continental U.S., of which no more than $51 per day may be for meals.
      • $425 per day for travel outside the continental U.S., of which no more than $51 per day may be for meals.
    • State accounts (14- and 20-) and state-funded accounts (18- and 26-) are limited by the U.S. General Services Administration federal per diem tables.
  • Reimbursements for travel to a Texas city for any county not listed in the federal rate tables are limited to actual expenses not to exceed $166, of which meals can be up to $59 per day.
  • University employees are EXEMPT from Texas State hotel occupancy taxes when traveling for University business. The University cannot reimburse any Texas State occupancy taxes unless the hotel refuses to honor the Texas Hotel Occupancy Tax Exemption Certificate. If you’re traveling in Texas, please bring a Texas Hotel Occupancy Tax Exemption Certificate with you.
  • University employees who live around the Austin area should not have hotel costs in Austin unless they are working at the event taking place.  There must be a valid business reason noted such as being a facilitator of the event (i.e. they need to be there to ensure attendees check in or they are handling logistics of the event).
  • The University of Texas cannot reimburse a split bill (such as hotel) that does not have the UT payee’s name, nor will UT reimburse a traveler for another individual’s expenses; it is up to individual travelers to reconcile any private agreement. 
  • If renting a car, please use one of UT’s approved vendors (Avis/Budget, Enterprise, Hertz). 
  • For further information on travel policy, please consult the Travel Policies in the Handbook of Business Procedures and the COLA Policy for Travel, or email service@prc.utexas.edu.

Allowable Costs

  • Allowable costs on most grants include airfare, hotel, local transportation, car rentals, airport parking, individual meals (without alcohol), business phone calls, and registration fees.  Unallowable costs include alcohol, group meals, travel expenses for another person, dry cleaning or laundry services, maid service, fees to local events, personal phone calls, in-room movies, non-business internet fees, travel insurance, medical insurance, and other personal expenses. 
  • You must have an overnight stay to claim meals or lodging.  Vaccinations are reimbursable if required to enter the country.  Automobile insurance to Mexico is reimbursable but automobile insurance is not reimbursable for travel to other locations. You must have receipts for inter-city transportation (i.e., bus, train, or taxi receipts). There are further restrictions on state money.
  • If a department anticipates that an employee will be at a duty point for at least one month, the expense of leasing an apartment or house may be reimbursed. The apartment or house must be leased from a commercial establishment. The name of the employee must appear on the lease, and the purpose for leasing must be the conservation of state funds. Any deposit required for the lease of a house or apartment is the sole responsibility of the employee and is not reimbursable.

Filing a Faculty Travel Grant Application

  • Eligible faculty may receive as much as $1,400 per academic year for travel expenses to present original papers at scholarly and professional meetings. The faculty travel grant (FTG) application must be filed prior to the trip to receive funding. Faculty travel must be approved in advance by the department chair. It is recommended that you submit your FTG application once your travel plans are set, but at a minimum please allow two weeks prior to travel for processing and approval.
  • Faculty will continue to apply through the same Graduate School online awards system
  • Please complete your Travel Authorization Request prior to applying for a Faculty Travel Grant. Faculty Travel Grants are available through an online application. Please consult the FTG website at http://www.utexas.edu/ogs/faculty/ftg/ for details. Administered by the Graduate School, faculty travel grants are intended to support the presentation of the applicant’s original research or creative effort. An online Faculty Travel Grant application is available at https://utdirect.utexas.edu/ogs/awards/candidate/faculty_app_profile.WBX.
  • Attending a meeting or chairing a session does not qualify for an FTG, nor does presenting a seminar or giving a colloquium at another university. Applications must be completed and submitted no later than two weeks before your scheduled trip.
  • The FTG application should be assigned to Sylvia Celedon, UT EID: sceledon. She will then assign it to the Graduate School. (Please note this is a separate procedure than for the TAR.)
  • Making Airline, Hotel, and Car Rental Reservations
  • FTG funds can only be used for reimbursements. Direct billing of flights cannot be charged to FTG funds.

Once your RTA is submitted and approved, you may make your airline reservations by contacting Anthony Travel (512) 617-8444. Reservations made through Anthony Travel will be directly billed to the appropriate account.  You may also make reservations on your own.  In these cases, you pay for the ticket and are reimbursed after the trip.

State tax at Texas hotels is not reimbursable to UT or State employees.  UT or State employee travelers staying in Texas hotels should prepare and sign a Texas Hotel Occupancy Tax Exemption Certificate (PDF) and submit it to the hotel.   

UT has special procedures concerning direct billing of car rentals. If you wish to rent a car for your trip, please contact PRC admin staff to have them work on setting this up.

Travel Cash Advance

Travel Cash Advance Request Form

Please submit travel cash advance requests by clicking on the button below.

A travel cash advance may be issued to students and faculty traveling for an extended period of time to conduct off-site research. All travel requirements should be in place before requesting a travel cash advance.  Email service@prc.utexas.edu with any questions.

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