Guidelines and Information

 

Please visit Financial Affairs for up to date information about travel requirements.

Foreign Meals Per Diem – https://aoprals.state.gov/web920/per_diem.asp

Domestic Meals Per Diem – https://www.gsa.gov/travel/plan-book/per-diem-rates

COS Travel Fund Guidelines –http://www.utsa.edu/sciences/resources/TravelFundGuidelines.pdf

COS Travel Fund Request Form – http://www.utsa.edu/sciences/resources/TravelFundRequest.pdf

UT System Contracted Vendors – https://www.utsa.edu/financialaffairs/dts/vendors.cfm

International Travel – http://international.utsa.edu/

Reserve your flights using Corporate Travel Planners (CTP) after your travel authorization is approved – phone: 210-366-1142 or 1-866-366-1142

Email: utsa@ctp-travel.com

Oanda Currency Converter will be used to convert the foreign currency during the reimbursement process, using the period average – https://www1.oanda.com/currency/converter/

Mapquest.com will be used to calculate mileage – https://www.mapquest.com/directions

Request for Travel Authorization Form

• Traveler Name*
• Email*
  A confirmation email will be sent to you if the form has been completed correctly and received.
• Title*
  Assistant ProfessorAssociate ProfessorProfessorLecturerStaffStudent Employee
• Will you be presenting your work (either research or instructional method development) at the conference ?
  Yes (eligible for dept. funds)No (not eligible for dept. funds)
• Will trip be over $700 ?*
  NoYes
• Please indicate external funding source*
• Will you be requesting COS Travel Funding?*
  Please read the Travel Fund Allocation Guidelines thoroughly. If your travel request meets the guidelines, check Yes.
  • Yes
  • No
• Business Purpose*
  Attending Meeting, Conference, etc.Conduct lecture or teach coursePerform research activitiesParticipate or officiate in an eventRecruit prospective employee or studentSite or field visitServe as expert witnessPresent original research paperFundraising
• Benefit to UTSA*
  Help accomplish research objectivesHelp fulfill contract provisionsEnhance grad/undergrad curriculumEnhance performance of job dutiesEnhance University operationsEnhance reputation of UniversityRaise funds for faculty/student supportOther(specify)
• Disposition of Work While Absent*
  No classes missedDuties by colleague/staffDuties require travelDuties held until returnOther(specify)
• Which Courses will need coverage?*
• Who will be covering classes?*
• Other (specify)
• Destination*
  List names of cities, state, and country if foreign travel
• From*
  MM slash DD slash YYYY
• Through*
  MM slash DD slash YYYY
• Reason for Travel
  Describe University business to be transacted; if personal indicate personal business.
• Airfare*
  Will you require Airfare?
  • Yes
  • No
• Airfare Cost*
  All airfare and rental car arrangement must be made through UT System Wide Contracted Vendors.
  Please enter the expected cost.
• Other Transportation Expenses*
  Will you have any other transportation expenses?
  • Yes
  • No
• Cost of Other Transportation Expenses*
  All airfare and rental car arrangement must be made through UT System Wide Contracted Vendors.
  Please enter the expected cost.
• Meals*
  Will you have any meal expenses?
  • Yes
  • No
• Meal Expenses*
  Per diem information at the GSA website for domestic travel, or at the State Department website for international travel.
  Please enter the expected cost.
• Lodging*
  Will you have any lodging expenses?
  • Yes
  • No
• Lodging Expenses*
  Per diem information at the GSA website for domestic travel, or at the State Department website for international travel.
  Please enter the cost.
• If lodging is more than the allowed GSA rate, please say why
• Registration Fee*
  Is there a fee for registration?
  • Yes
  • No
• Cost of Registration*
• Mileage Reimbursement*
  Will you need reimbursement for mileage?
  • Yes
  • No
• Mileage Estimate*
  Please insert the number of miles traveling, the cost will be calculated after input is finished.
• Mileage Cost*
  As of January 1, 2019, the mileage reimbursement rate is 58.0 cents for every mile of business travel driven.
• Total Estimated Cost of Travel =*