Faculty Travel Grants


Eligible faculty may receive as much as $1,200 per academic year for travel expenses to present original papers at scholarly and professional meetings.

This includes reimbursement for all allowable travel-related expenses—lodging, meals, transportation and registration, all of which are non-taxable reimbursements. It can also be used to cover extra child-care expenses incurred because of the travel, a taxable reimbursement. Funds may be used for foreign or domestic travel.

An approved Faculty Travel Grant Application must be on file prior to the trip.

Purpose

The purpose of the travel grant is to support presentation of the applicant’s original research or creative effort. The research must be presented at a recognized organized conference or professional meeting. The presentation will usually be in the form of an oral or poster presentation, but can vary with field. Attending a meeting or chairing a session does not qualify, nor does accepting an invitation to present a seminar or giving a colloquium at another university.

Eligibility

All tenured and tenure-track faculty members and emeritus faculty are eligible. Senior lecturers and distinguished senior lecturers with at least five years of service at the university are also eligible.

Allowable Expenses

The usual rules for travel on “local funds” apply. A short summary of these rules is presented below, but refer to your travel officer for specific questions.

  • Airfare — Normal restrictions
  • Taxis — Receipts not needed for taxis within city, but required between cities
  • Lodging & Meals — Limited to actual costs (single occupancy rate)
    • Within Texas, total limit of $220/day ($41/day for meals)
    • Outside Texas (continental United States), total limit of $325/day ($41/day meals)
  • Personal Mileage — 54 cents per mile

Extra Childcare Expenses

Faculty may claim extra childcare expenses incurred because of the travel, subject to the $1,200 total limit. The faculty member must sign a document affirming the added expenses due to travel, above and beyond normal childcare expenses. These expenses will be paid as a taxable reimbursement.

To claim reimbursement, complete the Confirmation of Extraordinary Childcare Expense form.

Ticketing & Reimbursement

Make your travel arrangements at any time after your application has received approval. If you wish to have your airline ticket directly billed to the Faculty Travel Grant account, travel arrangements must be made through one of the agencies under contract to the university.

When your airfare exceeds your allowable balance for the trip from the travel grant account, you may still direct bill your airfare through a university contracted agency, but you will need to pay the additional amount from another university account.

If you can obtain a lower fare from an online reservation system other than Concur, you may use your own funds to purchase the cheaper ticket and request reimbursement after your return.

The Travel Management Office offers additional information about booking.

If you are traveling outside the United States, additional approvals may be required. Check the UT International Office Restricted Regions List, continually updated to reflect travel conditions to foreign countries, including special requirements for entering certain countries. Also note that international reservations made through sources other than Concur will need to be entered into the ISOS database manually by the traveler prior to departure.