Below are iSchool general guidelines for travel policies and procedures. These policies are not meant to supersede University travel policies, which are available in the UT Handbook of Business Procedures. Please visit this site for more information.

A person can only be reimbursed for his/her own expenditures.

Before Traveling

1. Complete and submit the Faculty Request for Travel Authorization Form (word) to Kathleen at least 3 weeks prior to travel date. Submit this form whether or not there is a cost to UT. Additional approval is required for foreign and Washington DC travel. Please check with Kathleen. If applying for the Faculty Travel Grant, please complete the FTG application available here.
2. A Request for Travel Authorization (RTA) number will be issued to reference this trip.
3. Make flight or rental car arrangements. There are two options available for making flight or rental car arrangements:
1. Arrange flights or rental car on your own and pay out of your own pocket. After the trip is completed, submit a reimbursement claim with the original receipt.
2. Have Kathleen arrange flights or rental car with UT Travel Management Services. An RTA number is required before this can be done. The fares / fees will be directly charged to the appropriate account.

While Traveling

Travel must be planned for maximum savings and efficiency. Original receipts are required for reimbursement. Please collect all itemized receipts. The following is a list of reimbursable Expenses:

1. Transportation:
1. Airfare
2. Rental Car: must use state contracted rental cars companies when available. Please visit UT Travel Management for more information.
3. Train
4. Bus
5. Taxi
6. Personal Car: You may claim mileage or gas but not both. Official mileage must be used between cities. Itemized POINT-TO-POINT mileage required for travel within cities.
2. Meals and Lodging:
1. Receipts for lodging are required. Overnight stay is required. Only single occupancy can be claimed.
2. Receipts for meals are required if actual meal expenses exceed $41 dollar per day. Local accounts are limited to a combination of actual meal and lodging not to exceed $325 per day outside of Texas. Inside Texas the limit is $220.
3. Other Travel Expenses:

Itemized receipts are required for all other travel expenses. Expenses must be business related. The following are examples of incidental travel expenses:

1. Business phone calls
2. Gasoline for rental cars
3. Registration fee, if paid by traveler
4. Parking/Toll fees
5. Gratuities: Not permitted on state accounts. Limited to 15% on local accounts.

After Travel

To facilitative reimbursement of business travel expenses:

1. Complete this optional Travel Reimbursement Form (excel) and submit to Kathleen with original receipts. Request for travel reimbursement expenses must be made within 60 days of your return date.
2. Kathleen will process the payment voucher, contact you for your signature and submit the voucher and supporting documents to the Office of Accounting for payment.
3. Generally, it takes 2 to 3 weeks to receive a payment.