IMPORTANT: Verbal or written approval from the Principal Investigator (PI) and your Supervisor is required for all travelers PRIOR to completing this form. The completed form must be submitted to your Travel Processor for processing as well as the PI and your Supervisor for their records.

Making reservations through a UT Contracted travel agency or Concur Is preferred.

All travel, regardless of booking method, should still be the best value for university funds.

International Travel

International travel requires prior approval from the Director, and some foreign travel may require the Dean's approval. Please plan at least four weeks in advance of travel to receive all approvals.

All UT Austin employees are required, per UT System requirements, to register their international travel through the UT Austin International Travel Registry (UTAITR) and On Call International. If traveling internationally with UT equipment (laptop, iPad, camera, or other equipment), please fill out the Temporary Export Exception form, and keep a copy of the form with the equipment when you travel.

Registered UT Austin travelers will be supported by Texas Global Risk and Safety staff and covered through On Call International overseas insurance.

How to register your travel:

NOTE: If you don't have the necessary permissions on restricted regions travel, you risk not getting reimbursed for your travel.

Please reach out to your designated travel processor prior to beginning the travel request process if you have questions.
  * Denotes a required field.
Travel type* Domestic travel        International travel     
Your designated Travel Processor email*
Supervisor email*
PI email*
Associate Director email*
Other email
Traveler's first Name*
Traveler's last Name*
Email*

UT EID*
Job title*
Travel date: from*
Travel date: through*
Destination(s)*
Departing from* Austin        Houston       Other:
Phone Number (primary)*
Phone Number ( alternate)

Purpose of Travel:

choose one or more of the following and provide additional details in the box below*
Attend Meeting, Conference, etc.
Conduct lecture or teach course
Perform research activities (specify nature of research in "additional details" box below)
Participate in or officiate at an event (specify name of event in 'additional details' box below)
Recruit prospective employee or student
Site or field visit
Serve as an expert witness
Present original research paper
Fundraising
Negotiate a contract
Prospective employee
Other
Travel Details* Economic and security considerations require justification of all travel, especially international travel. Please provide a complete description of the event (including URL’s of meeting info, if available), venue title, your level of participation, and the value of your attendance to your program and the Bureau.

Benefit of Travel:

choose one or more of the following*
Help accomplish research objectives
Help fulfill contract provisions
Enhance grad/undergrad curriculum
Enhance performance of job duties
Enhance University operations
Enhance reputation of the University
Raise funds for faculty/student support
Other (specify below)

Washington D.C. Travel

indicate purpose:
choose one or more of the following
Federal congressional testimony
Federal congressional visit
Agency visit (general)
Agency visit (grant follow-up)
Public interest group or professional association meeting
Other (specify below)
Person you are visiting in Washington DC* (required for DC travel) :

Estimated Travel Costs

 Note:The traveler is responsible for providing a valid account number prior to filling out the travel form. If an account number is not provided, the travel approval will not be processed.
Account to charge*
Additional account to charge
Other Account to charge
Account comments
   
Air fare
Vehicle (Rental or Personal Mileage)
Public transportation
Registration
Hotels
Meals
Parking
Other Explanation:
   
TOTAL
   
  Note: In Texas, state tax is NOT reimbursable. Present the "Texas Hotel Occupancy Tax Exemption Certificate" when checking into your hotel. Local and county taxes can be reimbursed.

Transportation

Anthony or CWT Travel Agency centrally
charged tickets need travel agent's name


indicate transportation type(s)*
Commercial airline
BEG vehicle
Rental Vehicle
Personal vehicle (requires AD approval)
Other (specify below)
Enter the validation words