Travel

Once you have identified your upcoming conference, we recommend notifying the Procurement Team at least two months prior to your trip’s start date. This timeframe is only a suggestion; each area within our department should set a submission date that is best for his or her area.

When you are ready, please send an email to Ms.PsychiatryProcurement@uth.tmc.edu with the following details and documents.

• Pre-Travel Submission
  1. Completed Pre-travel Checklist
  2. Add Psychiatry Procurement team as a travel assistant in Concur
  3. A flyer/invitation from the meeting including dates
  4. Registration receipt or completed registration form with address to send payment
  5. Hotel reservation (no third-party vendors)
  6. Itinerary, if applicable
• Your Trip
  1. To increase the likelihood of receiving reimbursement for all your trip-related expenses, please review the University’s Travel Guide for specific guidelines and tips to follow during your upcoming trip.
• Post-Travel Submission *Plan to submit the following documents in one email within 30 days (about 4 weeks) of your return date*
  1. Completed Pre-travel Checklist
  2. A flyer/invitation from the meeting including dates
  3. Registration receipt or completed registration form with address to send payment
  4. Hotel reservation (no third-party vendors
  5. Itinerary, if applicable
• Payment/Reimbursement
  1. Expect payment 4-6 weeks (about 2 months) after the submission of your post-travel request to the Travel Team. Please note that this timeframe is based upon a submission without any delays or issues, and the reimbursement amounts are based upon the approval of the University. We encourage you to follow the University’s guidelines when making travel-related purchases.
• Resources & Forms
  1. Travel Definitions
  2. Travel General Policies
  3. Travel Guide
  4. Traveler Post-Travel Checklist
  5. Visual Instructions: Completing a Travel Request

See travel forms here.