Travel to Washington, D.C.
Prior to traveling to Washington D.C., for the purpose of discussing legislative or appropriation issues with any member(s) of the U.S. Congress, congressional staff, or agencies of the federal government, notice to the Texas Office of State-Federal Relations (OSFR) is required. Notices can be submitted electronically at the Texas Office of State-Federal Relations website. After the notice is submitted, a confirmation page is automatically generated.
Additionally, employees must notify the UT System Office of Federal Relations (UTSOFR) prior to all travel to Washington, D.C. Notification should be sent via email to Allison Robert at ARoberts@utsystem.edu and include the following information:
- Name of traveler
- Contact information (email/phone number)
- Dates of travel
- Reason for travel
- A copy of the confirmation page from the notice submitted to the OSFR
The notice to UTSOFR and, if applicable, the notice to the OSFR must be attached to the employee’s Travel Authorization & Reimbursement form and routed to the Purchasing Office.
In some cases, a trip to Washington, D.C. that includes a meeting with “a covered official” may require a lobbying disclosure form under The Honest Leadership and Open Government Act of 2007 (HLOGA). Refer to the UT System Office of Federal Relations website for additional guidance.
These rules apply to all Washington, D.C. travel paid for or reimbursed from any source of funds, including state and federal funds, grants and contracts. The only exception to this requirement is personal travel paid from personal funds.
For additional information, see the Resources section or contact: