Faculty
Eric Vogler (evogler@mail.utexas.edu; 471-1698) is responsible for faculty travel reimbursements.
1. Complete and submit a Faculty Travel Request form prior to EVERY job-related trip -- whether or not you plan to request reimbursement. NO REIMBURSEMENTS WILL BE POSSIBLE UNLESS A TRAVEL REQUEST IS SUBMITTED, and the Department is sometimes able to reimburse later for trips not originally approved for reimbursement.
Submit the form AT LEAST ONE WEEK PRIOR TO YOUR DEPARTURE DATE. This lead time is necessary even when you do not anticipate reimbursement.
Download Faculty Travel Request
Note that you are NOT required to submit a form for personal or non-job-related travel (e.g., vacation trips). You may submit a form, if you like, so that the office staff knows where to reach you in case of emergency.
In order to receive travel funding from the Department, all eligible faculty members must take advantage of University Travel Grant funding for any eligible travel. See University Faculty Travel Grants for eligibility criteria, application procedures, and more info.
3. It is normally the responsibility of the faculty member to make his/her own travel arrangements. There are two methods for doing this:
-- Complete Travel Request Form and submit it to Eric.
-- Eric will provide you with two document numbers you will need for the travel agency.
-- Call the most cost-effective UT-approved travel agency, CTPI (912-0093) and make your reservations using the numbers Eric has given you. CTPI will book at the lowest possible airfare, or state-approved rate (if one exists).
-- The cost of airfare will be billed directly to the Department.
OR
-- Complete the Travel Request Form and submit it to Eric.
-- Use a travel website or travel agent of your choice to book the airfare. Sometimes this will result in a lower fare than what the UT travel agency could obtain.
-- Pay for the airfare yourself. After you return from your trip, submit an appropriate receipt (see Travel Reimbursement Tips below), and receive your reimbursement.
* All hotel, meals, taxis, etc. must be paid for by the traveler and reimbursed upon return using itemized receipts. Only airfare can be directly paid by the Department.
* All receipts must be submitted within 60 days of the final day of travel in order to receive reimbursement.
Listed below are what is required ("Yes") and what is insufficient ("No") for reimbursement in each of these areas.
Remember that all receipts must be original and itemized.
AIRFARE | CAR RENTAL | TRANSPORTATION | LODGING | MEALS | TIPS | FEES
YES: invoice from airline or travel agency, indicating total amount paid
OR
* itinerary plus boarding passes/ticket stubs from flight, indicating total mount paid
OR
* itinerary plus credit card statement, indicating total amount paid
NO:* itinerary alone without proof that tickets were purchased
* ticket stubs/boarding passes alone without printed prices
YES:* a contracted state vendor or one of our four contracted travel agencies
* a non-contracted vendor if the three contracted vendors are sold out or are not located in your destination
NO:* the rental car if it is under another person's name
* a non-contracted vendor when a contracted vendor is available (reimbursement will only be up to the lower of the two costs, and only if the traveler gets a cost comparison first)
(taxi, shuttle, bus, train, public transportation)
YES:* receipts not required for transportation expenses within city of departure or destination (reasonable expenses only) Note: This is the policy, but I recommend saving receipts!
* transportation expenses between cities, with receipts
* Austin/Bergstrom Airport has discounted off-site covered airport parking.
YES:* reimbursement for single occupancy rate only
* itemized receipt from hotel, b&b inn, etc. on official letterhead
* telephone calls for UT business, if itemized on lodging receipt
NO:* pay-per-view, laundry charges, newspapers and magazines are not reimbursable
YES: * maximum $35 per diem for each full day of travel without receipts (a few accounts limit per diem within Texas to $30/day; check with Eric before departure)
OR
* personal meals over $35 per day with itemized receipts (no alcohol)
* meals with guests require an Official Occasion Form, to be submitted and approved before travel begins; itemized receipts are also required.
NO: non-itemized receipts (i.e. credit card slips, etc.)
* reimbursement for guests' meals without completed pre-approved Official Occasion Form
* alcoholic beverages
* meal per diems on days when traveler also submits itemized meal receipts
Note: Total meals & lodging reimbursements are limited to $180 per day for travel within Texas, $250 per day for other continental U.S. travel, and $350 per day for travel abroad.
YES:* tips of up to 15% for meals, taxis, etc. are reimbursable with itemized receipt
YES: * with conference registration form