Booking Your Flight
You have three travel options once your RTA has been approved:
- Concur Online Reservations -- One-time setup for quick and easy travel arrangements. Register, complete your profile, and book your flight using a direct billed account or personal credit card (will require and provide link to RTA before approving airfare).
- Anthony Travel or Corporate Travel Planners -- UT official travel agencies. Please be aware that all business-related air travel must be arranged through Anthony Travel, Corporate Travel Planner, or Concur Online Reservations.
- Booking Your Own Flight -- You may use other online reservation tools if you can get a better price. However, you will still have to follow all university rules (economy class, etc.). To get reimbursed for booking your own flight, please write the following statement on your invoice, along with your signature and date: "Online selection is best value as consistent with institutional priorities." Please note, your reimbursement request may be denied without this statement.
Booking Your Hotel
You may make hotel reservations online through Concur, by contacting one of the university’s contracted travel agencies or by calling your hotel of choice directly. If two or more employees share lodging, University policy requires the expense to be divided equally between the employees. More information on making hotel reservations is available here.
If you're traveling within Texas and plan to seek reimbursement for your lodging, please inform your hotel that UT is both state hotel occupancy tax exempt as well as Texas sales tax exempt. You may need to print and fill out both exemption forms in advance if requested by your hotel. Please be advised that neither of these tax charges should be listed on your hotel bill; if they are, you may be ineligible for reimbursement.
UT has a list of contracted car rental vendors, which you can access on Travel Management's website. All contracted agencies include insurance with rental rates, as rental insurance is a mandatory purchase for all UT travelers. For more information about rental policies, click here.
To see travel reimbursement procedures, please check the reimbursements resources link to the left.
Using a CPRIT account to pay for travel, including hotel charges, meals, or airfare, requires a second account to be listed on your RTA, which will cover any charges that go over CPRIT's allowed maximums. For meal reimbursements, itemized receipts are required. If you do not have itemized receipts, you will not be able to reimburse meals with CPRIT funds.
To view CPRIT's per diem rates, please see the GSA website.