Travel Request

Any TWU employee looking to travel on University business must obtain permission to do so in advance of the trip. A Request for Travel Authorization (RTA) form must be completed prior to travel. RTAs are not required for prospective employees.

Upon approval, travel arrangements are made.  The RTA must be completed based on allowable rates and vendor quotes. The total estimated cost of the trip along with the departmental account number to be charged must be entered onto the form. The departmental account number provided on the RTA must also match the department account number provided on the Travel Voucher.

If the travel reimbursement is being paid for with a grant account (an account number beginning with 19), you must forward your travel voucher and RTA (Request for Travel Authorization) to ORSP for their signature. After the voucher and RTA have been reviewed for reimbursement, ORSP will route the travel voucher to Procurement and Contract Services for reimbursement.

The employee obtains both the supervisor's and the account holder’s signatures verifying funds available and that traveling using University funds is approved. Blanket RTAs are not acceptable. Each Travel Voucher must be accompanied by a trip-specific RTA.

For overnight travel: The traveler must provide a Texas Hotel Occupancy Tax Exemption Certificate to the hotel when staying at Texas hotels in order to be exempt from state lodging taxes.

For non-overnight travel: No meal expenses will be reimbursed.

Air Travel

For airfare, an Air Travel Authorization (ATA) form must be completed, signed and given to the Air Card administrator in the traveler’s department. The administrator will retain the ATA and purchase airfare using the departmental Air Card.

The Air Card may only be used to purchase airfare for employees, prospective employees or TWU students traveling for University sanctioned activities. Guest Lecturers or Performers airfare cannot be purchased using the Air Card. If a traveler chooses to purchase his/her own airfare, they should be aware that the cost of airfare will be reimbursed only after travel is completed.

If employees book airline reservations using online systems such as Expedia and Travelocity rather than the airline’s websites, the following should be considered:

  • All airlines may not be listed
  • Receipts may be provided by the online booking source rather than the airline vendor, which may not meet State reimbursement requirements.
  • Transaction fees are incurred by the online booking source, which should be included when evaluating various booking methods for the lowest total cost.
  • Oftentimes, direct booking with an air carrier’s web portal such as Southwest.com or AA.com, provides a lower total cost than sites with multiple carriers’ inventories.

Caution: Any restricted fares may have non-reimbursable penalties associated with reservation changes or cancellations.

Contracted Airlines: Direct links to the state’s two contracted airline vendors are provided below. Comparing two or three airlines for the lowest available airline fares is recommended.

For complete guidelines and policies concerning booking air travel and using the Air Card, see the Air Card Policies and Procedures.

Travel to a U.S. Possession or Territory, Alaska and Hawaii

  • Official University business travel to a U.S. Possession or Territory, Alaska and Hawaii requires a Request for Travel Authorization (RTA) form to be completed prior to travel.
  • Authorization from the Chancellor and President is not required. 
  • Actual expenses are reimbursable.
  • Itemized receipts are required.
  • Meal receipts are required and must be itemized to be eligible for reimbursement.  
  • A U.S. Possession or Territory is defined as one of the following: Puerto Rico, Northern Mariana Islands, American Samoa & Guam, or the U.S. Virgin Islands.

Canada and Mexico

Any TWU Employee traveling to Canada or Mexico on University business must complete a Request for Travel Authorization (RTA) form prior to travel. However,

  • authorization from the Chancellor and President is not required.
  • Actual expenses are reimbursable.
  • All receipts must be itemized
  • Meal receipts are required and must be itemized to be eligible for reimbursement
  • All receipts must show conversion rate to US dollars effective on the date of the transaction

The Fly America Act (49 U.S.C. 40118) generally provides that foreign air travel funded by Federal government money may only be conducted on U.S. flag air carriers. A ‘U.S. flag air carrier’ is an air carrier that holds a certificate under 49 U.S.C. 41102 but does not include a foreign air carrier operating under a permit. Also note that lower cost and personal convenience does not justify nor is acceptable for the non-availability of a U.S. flag air carrier.

Foreign Travel

Foreign Travel is defined as official University business travel to any country other than the United States and its territories, Canada or Mexico.

  • Authorization from the Chancellor and President at least 30-days prior to departure is required.
  • Actual expenses are reimbursable.
  • All receipts are required and must be itemized.
  • Itemized meal receipts are required.
  • Receipts must show conversion to US dollars using the rate effective on the date of the transaction.

The Fly America Act (49 U.S.C. 40118) generally provides that foreign air travel funded by Federal government money may only be conducted on U.S. flag air carriers. A ‘U.S. flag air carrier’ is an air carrier that holds a certificate under 49 U.S.C. 41102 but does not include a foreign air carrier operating under a permit. Also note that lower cost and personal convenience does not justify nor is acceptable for the non-availability of a U.S. flag air carrier.

Travel to Washington D.C.

ONLY if the trip to Washington, D.C. involves activities to obtain or spend federal funds or impacts federal policies, the supporting documentation must include proof that, prior to the trip, the Office of State-Federal Relations was informed about the timing and purpose of the trip and was provided the name of an individual who could be contacted for additional information about the trip.

Notify the Office of State-Federal Relations here: http://www.osfr.state.tx.us/travelform.asp

Page last updated 3:38 PM, May 6, 2019