Faculty and Staff Resources

General Info / Rules

Funding

• All faculty receive up to $1,400 from the Moody College Dean's office. No application is required. 

• Through the Faculty Travel Grant application (FTG), eligible faculty can also receive up to $1,400 per academic year for travel expenses related to original research presentations. 

   

Pre-trip:

• Travel Authorization Request
  • Submit travel requests to Group ID: 00389 AS SOON AS you are aware you will be traveling.
  • Notify department if travel plans change after a submission.
  • List ALL possible destinations on the request.  (Example: If you are traveling to New York City, NY but your plane is routed through Newark, New Jersey - you would want to include both city/state on your RTA submission.)
• Airfare
  • Book through Concur (electronic account) or by calling Anthony Travel
• Rental Cars
  • Visit Travel Management's Rental Cars policy page for details.  We can only book or reimburse by using Avis, Budget, Enterprise, National, and Hertz.
• Registration and membership can be covered on the Pro-Card once RTA has been approved. Contact Sid Carrizales to arrange payment. 

Post-trip:

• Electronic Travel Reimbursement Request
  • Submit receipts for reimbursement after travel has been completed.
  • Submit your reimbursement requests to Group ID: 00387.

International Travel

Anyone traveling abroad for UT business is required to register their travel through the UT Austin International Travel Registry (UTAITR).

All registered travelers will be covered by On Call International Overseas Insurance, but please be sure to register to ensure that this is in place for your trip(s).

International Travel to Restricted Travel Regions needs additional approval from the International Oversight Committee (IOC).  More information (for all UT affiliates) can be found on the Texas Global Risk and Safety International Travel Process webpage.

If you still have travel-related questions, contact Sid Carrizales.

Entertainment Policy 

Notify the department if you need help planning your event.

Pro tip! To be fully reimbursed, make sure your tips are less than or equal to 20% of the subtotal.

Procards cannot for purchasing anything on the disallowed list. 

If you believe your purchase would require a Procard, please contact Sid Carrizales and/or Jordan Kriseman. 

NOTE: The Procard cannot be used to purchase computer/equipment and software. These purchases must be routed through the Moody Tech Team.  Prior approval for software is required. If an individual seeks pre-approval before reaching out the department, please provide the approval email or Tech Ticket number.

General Office Supplies

Please send an email to Jordan Kriseman or speak to another staff members in person.

Amazon Items

Please send an email that includes links of requested items, quantities, and any other related information/details to Jordan Kriseman and/or Sid Carrizales.

All Other Vendor Purchases

Please send an email, with attached vendor quote (if applicable) to

Include the following information:

• Requestor name
• Requestor phone number
• Vendor name
• Vendor Contact Number (if applicable)
• UT’s Vendor Account Number (if applicable))
• Specific item information/links to item webpage
• Part Number
• Quantity requested
• Unit price
• Shipping/Handling estimate or “Not To Exceed” estimate
• UT account to charge
• Any additional notes

Requests can be sent to both the Tech Team and the Moody Facilities Team through our internal Works Request System. Include as many relevant details in your request.

Example include:

• If your personal office is too hot/cold, please place a Facilities ticket (and if you need additional assistance please also reach out to the department office).
• If you need an estimate or want to request the purchase of a new camera or computer for your lab group, please place a Tech ticket in the ticketing portal.  Tech will reach out directly to you if they need additional information.

Contact the department directly for software purchases.  Additional steps and approvals are needed, per the Information Security Office's policy about software/hardware safety and security.

For faculty questions: Reach out to Moody College Research Office to inquire about the Tango Card system for research incentive payments for your research lab. For general information: Participant Incentive.

• General Info / Rules  
• Participant Study Cash Advance Request Form (When submitting request, include a copy of the most recent IRB approval letter.)    
• Individual Receipt Form
• Reconciliation Form    

Don't see the form you are looking for? Please contact Samantha Lloyd for assistance.

Also, further explanations and policies can be found in the UT Handbook of Business Procedures.