Group / Student Travel
Group Travel
Group travel is when more than nine people are traveling at the same time to the same destination. Group Travel can only be booked by one of the University’s contracted travel agencies.
When booking travel for a group, remember that
- Airlines define a “group” as nine (9) or more individuals traveling to the same destination at the same time by the same method.
- Groups of nine or more individuals traveling to the same destination are not eligible for State of Texas contract airfare.
Student Travel
For international travel purposes, Research Assistants, Teaching Assistants, and Teaching Associates are considered students.
Policies
- UTDBP3023: Travel and Risk-Related Activities Policy
- UTDPP1108: International Travel Policy
- UTDPP1092: International Oversight Committee
- UTS157: UT System Policy on Automobile Insurance Coverage for Officers and Employees and General Requirements for the Use of Vehicles
All required forms and specific requirements must be submitted at least 15 business days prior to departure. Authorization for travel must be obtained prior to departure. Travel arrangements should not be made without appropriate authorization.
Guidelines
- Student Group Travel Emergency Procedures
- Guidelines for Academic Units
- Dean of Student’s Travel Guidelines for University information and rules about student travel
- International Travel Guidelines
- Best Practices for Guest Travel
General forms
- Team / Group Disbursement Register (B15). Sponsor can request meal allowance disbursements. Meals must not exceed federal rates for the location, and state funds cannot be used.
- Out-of-State, Foreign, and Field Trip Course Approval
Domestic
- Student / Team / Group Domestic Travel Authorization (B14-D)
- Release and Indemnification Agreement for Minors
- Release and Indemnification Agreement for Adults
- Medical Information and Release Form – Minor
- Medical Information and Release Form – Adult
International
Learn how to obtain travel authorization, and about restrictions for University-sponsored outbound international travel at the International Risk and Safety Get Travel Authorization webpage.
Learn more about the University insurance program and fees for sponsored outbound international travel at the International Risk and Safety Know Your Insurance webpage.
If after reading the information on the site you have more questions or need more information, contact International Risk and Safety at IRSO@utdallas.edu.
International – Personal Travel
Export License Exception for UTD-Owned Property (B16-EXC)
Contact International Risk and Safety for more information at IRSO@utdallas.edu.