Planning a trip? All faculty and staff must submit Travel Requests a minimum of 2 weeks PRIOR to any absence from regular duties. Travel Requests must be approved prior to departure.
FOLLOW THE STEPS BELOW FOR TRAVEL REQUESTS:
1. Who will be paying for the trip?
If using a UT account, you will need the account #. Contact Jasmine Center if you’re not sure which to use.
3. Using a Faculty Travel Grant?
If so, you must complete a FTG
Application AND Travel Request Form. Both forms must be completed at the same time and "assigned" to Jasmine. Faculty Travel Grant requests must be submitted at least 1 month prior to travel due to a lengthy approvals process.
4. 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.
Note: For Faculty Travel Grants, approval comes in the form of 2 emails - the first is approving your travel (RTA) in general, and the second is approval of your Faculty Travel Grant.
5. Book your travel!
Flights: If a UT account will be used to pay for the trip, we 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, after your trip, for flights booked online. Flights booked through non-UT travel agencies, or with airlines over the phone, are not reimbursable.
Hotel: Lodging is reimbursement-only.
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.
6. Submit your receipts for reimbursements.
Note: we recommend you 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.