Planning a trip? Here’s a handy step-by-step guide (or skip to the bottom for Travel Topics and Resources)
Note: All faculty and staff must submit a Travel Request Form a minimum of 2 weeks PRIOR to any absence from regular duties.
STEP 1: Who will be paying for the trip?
If using a UT account, you will need the account #. Kim Cates can help if you’re not sure which to use.
Important: An approved Travel Request PRIOR to travel is required for reimbursement/payment.
STEP 2: Fill out a Travel Request Form and "Assign" it to Kim.
Using a Faculty Travel Grant? If so, the Graduate School requires that you complete the FTG Application IN ADDITION to the Travel Request Form. Once completed, "assign" to Kim. Important: Faculty Travel Grant requests must be submitted a minimum of 1 month prior to travel due to a long approvals process.
STEP 3: EDP will obtain approvals and contact you with any questions. When approved, you’ll receive a notification email with your RTA and DOC ID #s.
STEP 4: Book your travel!
Flights: If a UT account will be used to pay for the trip, we highly recommend booking via UT’s Concur system or by calling one of UT's Travel Agencies so the charges can be direct-billed to UT. You’ll need your RTA and DOC ID #s from your confirmation email to do this.
Note: you can be reimbursed for flights booked directly through the airline (online only), but reimbursement will occur after travel. Flights booked through non-UT travel agencies are not reimbursable.
Rental Cars: If a UT account will be used to pay for the trip, you can either book your rental car and turn in receipts after your trip for reimbursement, or see how to direct-bill rental cars here.
Hotel: Lodging is reimbursement-only.
STEP 5: If UT will be reimbursing you, submit your itemized receipts to Kim for processing upon your return. Be sure to include receipts for anything direct-billed as well!
Note: We recommend travelers set up Direct Deposit for reimbursements. This is separate from payroll Direct Deposit.
Per the Chancellor's 2010 directive, any international travel reservations made through sources other than Concur or a contract UT agency (Anthony Travel / Corporate Travel Planners) must be entered by the faculty member into the ISOS database.
Submit a Travel Request
A Travel Request FOrm must be submitted in advance for each absence of a faculty member from his or her regular duties (HOP 7.28).
Travel Request Form instructions/help menu
Traveler profiles expedite the reservation process and keep you from having to give the same basic information each time you make a reservation. You should create a profile for every traveler you plan trips for and make sure the university’s contracted travel agencies have updated versions of these profiles on record.