Travel Forms
11.2 TRAVEL AUTHORIZATION
A. Introduction
Prior approval for all business travel is required for absences of employees 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. Non-employees and students not traveling as employees (traveler types N and S on an electronic Request for Travel Authorization) are not required to have prior approval before claiming travel reimbursements. The Office of Accounting does not require travel authorization for personal absences such as vacation.
An electronic Request for Travel Authorization (RTA) should be completed. Approval is delegated to the immediate supervisor.
An RTA includes:
- Traveler's name
- Traveler type (E for employee, P for prospective employee, N for non-employee, S for student)
- Dates of travel
- Destination
- Purpose of travel
- Benefit of travel
- Disposition of traveler's job duties
- Account to be charged for travel expenses, if applicable
Appropriate arrangements for disposition of the faculty or staff member's normal duties must be made in advance of the travel. If classes are to be missed, a qualified member of the instructional staff shall be identified to and approved by the departmental Chairman as a substitute instructor. Under normal circumstances, classes should not be rescheduled. The RTA provides the authorization to charge the specified account for centrally billed travel expenses, if applicable.
Additional approvals or preparations may also be required.
- Travel and Reimbursement Forms
- Travel Request Form[Interactive PDF] Students and faculty should submit this form at least 2 weeks before beginning travel.
- Travel Reimbursement Form[interactive PDF] - Request/receive reimbursements. Students and faculty should submit this form no later than 5 days after last date of travel.
- Conference Summary Example[word document] - A summary is to be included with the reimbursement form for all conferences and workshops attended.
- Entertainment, Goods and Services Reimbursement Form[Interactive PDF] Students and faculty should submit this form no later than 5 days after purchase.
- Hotel Occupancy Tax Exemption Certificate[printable PDF]
- Travel Information
- UT Travel AgentsTravel agencies available for travel arrangements
- UT Travel PlanningSome more general information about traveling
- FACULTY TRAVEL GRANTS- Eligible faculty will beguaranteed up to $1,200 per academic yearfor travel expenses topresent original papers at scholarly and professional meetings.
- Hotel Agreement and Instructions
