Staff Resources


Contacts

Please use the following CTR administrative email addresses as indicated:

  • CTR-Admin@engr.utexas.edu – Travel requests (RTAs), travel reimbursements, HR requests, purchasing requests, invoices, billing questions, conference room booking at CTR, mail pick-up requests, booking a CTR vehicle, booking the CTR conference line, and other miscellaneous requests
  • CTRMain@engr.utexas.edu (Contracts Dept.) – All contract, proposal, problem statement questions and items.
  • CTRDocs@engr.utexas.edu (Production Dept.) – All items to do with production, editing, and deliverables: monthly reports, items for editing (such as tech memos, final reports, products, and PSRs), and items for CTR newsletter.
  • ctrlib@austin.utexas.edu (Library) – Literature search requests, requests for published reports or papers including TRB Annual Meeting conference papers, donations, alerts about newly published reports and questions about other library services.
  • ctrweb@utexas.edu (Webmaster) – updates for CTR website including directory biographies, upcoming events to publicize on the Events Calendar and through social media channels, and to alert us about mentions or appearances in the media.

General Info

Please review the information on the New Staff Orientation Wiki.

Reimbursements

Dues/memberships will not be reimbursed. All dues/memberships must be paid for using a CTR Procard. Office supply purchases will not be reimbursed and must be purchased through the UT system. If you have questions about purchasing, please contact us and we will be happy to answer them.

Purchases

All equipment and other purchase orders (PO) must go through the official system and follow UT purchasing rules. Items may not be purchased (or agreements reached) prior to having a PO in place.

Gifts

All donations or gifts must come through the CTR (or appropriate) office for processing. CTR staff will inform you of appropriate procedures for reporting and depositing gifts. CTR staff are the only ones allowed to make deposits.

Late Invoicing (TxDOT)

TxDOT will penalize CTR on invoices/charges that are 120 days beyond service/delivery date. Those penalties are paid out of the project that caused the charge and will have to be offset by non-grant funds such as gift accounts.

  • Example of internal delay: If you shift a salary allocation from September, but you wait until December to make that shift, TxDOT will assess a penalty.
  • Example of external delay: If a vendor submits an invoice to UT four months late, TxDOT will assess a penalty.

To prevent these penalties (and protect their project budget), RSs need to review their project balances and charges to ensure salaries and other expenses are on target, and RSs and Administrators must respond to requests for invoices or receipts promptly.

Payroll

Payroll breakdowns must be turned in upon request to avoid late charges and payroll issues.

Outside Activities and Conflicts of Interest

All faculty, employees, and researchers will be required to complete outside employment forms and conflict of interest disclosures for all identified activities each year. Management must approve outside activities prior to the person engaging in these activities. Faculty are responsible for filling out these forms and providing them to their respective departments.All CTR personnel with a supervisory role must complete the Compliance Training Module CW0181: Outside Activities, Conflicts of Interest and Commitment.

Staff Hiring

For any new administrative staff appointments (i.e., hires that fall under the CTR umbrella), Ms. Amy De La Rosa and Ms. Selina Keilani must be involved with the entire selection process. Administrative staff not hired under this process will not be approved.

Using and Booking a CTR Vehicle

There are 2 CTR vehicles that can be used for project work: a Ford C-Max that can carry up to 5 people, but has small trunk space, and a Ford Escape that can also carry up to 5 people, but has more trunk space. To book the CTR vehicle, please email CTR-Admin with the date and time the vehicle is needed. If the vehicle is free, it will be assigned to you and will be notated in the CTR Admin calendar.In order to use the CTR vehicle, drivers must have completed mandatory driving training, and have a valid Texas driver’s license. Please email CTR-Admin for more information.

Booking a CTR Conference Room

To book a CTR conference room, please send an email to CTR-Admin with the date and time of the meeting, project number, room (if applicable), and any requests for tea/coffee/water, projector, or laptop. If you are at CTR, you can book this at the front desk.

Booking the CTR Conference Line

CTR has a conference line that can accommodate up to 10 callers. To book this, please email CTR-Admin with the date and time that the conference line is required. If it is free, it will be reserved for you.If you need a conference line for more than 10 people calling in, you can use UT’s conference line booking process, which has 10 x 50-participant conference bridges. Call the operator at 512-471-3434 and they will schedule a line for you. Further details can be found at this link.

End-of-Fiscal-Year Deadlines

  • Request a modification to a TxDOT project: 6/1
  • Submit order requests for orders over $50,000: 6/1
  • Order requests for orders over $15,000: 8/1
  • Use of Procard (if funds are to come out of that fiscal year): 8/10
  • UT Market and Prime Source Orders under $15,000: 8/24

Production

CTR’s Production Department handles the publishing process for research reports and products. Production is available to assist CTR researchers and staff with editing and graphics in special projects as well.

Editing Assistance

For general questions about deliverables, including requests for editing, please call Maureen Kelly at 512.232.3128 or send an e-mail.

Graphics Assistance

For information about graphics for a deliverable or for assistance with Powerpoint slides for events, contact Ashley Williams at 512.232.3085 or by e-mail.  

Templates

  • Product cover pageword-temp (Word template, 200 KB): Required first page for all products. Updated 07.02.14
  • Tech memo templateword-temp (Word document, 224 KB). This template is a suggested guideline. Updated 09.22.15

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Brand Style Guide

The CTR brand style guide is available online for reference. It includes templates for PowerPoint presentations, posters, and handouts, as well as sample logos, color palettes, and other important information that will help you develop informational materials. Access the guide by clicking here.

Reminder of TxDOT Project/Technical Findings

Before you, or any researcher on your project, publishes or submits a paper or presentation to a professional journal or conference, about a TxDOT-sponsored project, make sure you have received any approval that may be required from TxDOT. In this context, publishing includes posting material on a non-secure Internet site.

  • If the paper or presentation contains subject matter or technical findings substantially similar to those in a deliverable that TxDOT has already approved, you don’t need another TxDOT review. Send a courtesy copy to RTI, to help keep everyone aware of what is going on with the project.
  • If the paper or presentation contains significant technical findings that have not been approved by TxDOT, you must obtain TxDOT’s approval before presenting it. Submit your material to the professional organization, such as TRB, and RTI at the same time. This usually allows enough time for review and approval by TxDOT prior to presentation or publication. When the preparation schedule does not allow adequate time for TxDOT review and approval, send an abstract of your material to RTI, along with a notice of when and where you intend to present the material. RTI will coordinate TxDOT’s review and approval of the abstract. Your paper or presentation must then include a statement that TxDOT has not reviewed your findings. Submit a copy of the complete material to RTI as soon as possible. If there is time before the material is scheduled to be presented, TxDOT will review your material, and you may be able to remove the disclaimer.

Contracts

CTR’s Contracts Department handles the proposal and contract set up for Center researchers and serves as our single-point liaison with TxDOT’s Research Office (RTI) and UT’s Office of Sponsored Projects (OSP).

All contracts must come through CTR for processing. Work may not begin until a contract is in place. Deposits will be made by CTR staff only.

UT Austin Requirements

Financial Conflict of Interest Information external link
UT Intellectual Property Guidelines external link
UT Non-Disclosure Information external link
UT Office of Research Support (IRB Information) external link

 

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Travel Requests

Each individual traveling, including students, must submit their own travel request. Travel requests must be sent to CTR-Admin@engr.utexas.edu. Where applicable, a supervisor must be CCed on the request, and they must reply to the email with explicit approval before the RTA can be created. DO NOT travel until you receive an automated email with your RTA number. 

Travelers will fill out our internal Travel Request Form (RTA) This download is a Word document and submit it to CTR-Admin@engr.utexas.edu. All travel requests must be submitted prior to the travel start dates.

Submit your requests at least 2 business days prior to travel. Late travel requests will not be approved and reimbursement will not be allowed. If you fail to submit an RTA prior to your travel, you will have to pay for the expenses out of pocket.

TxDOT-sponsored travel

For out-of-state travel requests on TxDOT-sponsored projects, be sure to fill out TxDOT’s University Out-of-State Travel Request form for approval before booking your trip.

Requires minimum of 10 business days / 2 weeks for RTI approval.

Administrators: Per TxDOT policy, all travel should contain the following information in the notes section of the VP5 or in the VE5: Name of traveler, dates, destination, purpose, and project number.

Please note, you can only pay for your own travel. You cannot be reimbursed for someone else’s accommodations or meals.

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TxDOT RTI Out-of-state Travel Requests

  1. Submit TxDOT Form 2632, Request for University Out-of-State Travel (rev. 8/2016), to CTR Contracts at ctrmain@engr.utexas.edu (requires minimum of 10 business days, i.e. 2 weeks, for RTI approval).
  2. Submit a UT Request for Travel Authorization formThis download is a Word document to CTR Administration at ctr-admin@engr.utexas.edu
    • Please review UT’s requirement for international travel University of Texas link.
    • Information needed:
      • Project number
      • Name of person traveling
      • Travel dates and destination
      • Sponsor and title if attending a seminar, workshop, or conference
      • Specific purpose and benefit to meet project objectives (very important for approval)
      • Estimated costs (should be according to state guidelines for mileage, lodging and meals)
      • Other charges as needed should be explained in the other items/expense notes
      • Signature of employee and supervisor
      • Abstract of paper for RTI review if giving a presentation
    • Final approval will come from the Project Manager (PM) once the out-of-state travel request is submitted by the CTR Contracts Office.

Things to consider:

  • Dates of travel must be within the fiscal year of project.
  • Was the travel budgeted in the project agreement?
  • Is there money in the budget for this particular travel?
  • How does this travel benefit TxDOT?

Tip: In the portion of the travel request form where you enter Estimated Costs, after entering the first cost, TAB to the next entry and enter. Keep tabbing for the remaining cost entries. The form will automatically calculate the costs. Before downloading, please read the important information concerning this document by clicking here.

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TxDOT RTI Project Resources

The following information is specific to projects sponsored through TxDOT’s Research and Technology Implementation Office (RTI).

Proposal Package Forms

Travel Request Forms

Problem Statements

Links

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RTI Guidelines for Proposals (including Implementations) and Modifications

RTI guidelines and templates for use in research proposals (including Implementations) are available in the current release of the RTI Manual external link. RTI has also issued a University Handbook external link which, among other great information, outlines specific guidelines for use in composing a research proposal using the required documents below.

Required Documents

The documents listed below are required for every formal response to an RFP, including sole source. If a formal response omits required information, it is deemed non-responsive and will not be accepted for technical evaluation. RTI Main will issue a proposal due date upon release of the RFP. That submittal deadline date must be met, or the proposal will be rejected. This pertains to sole source proposals, also.

  • Cover Page (RTI form)
  • Itemized Budget, Exhibit A (RTI form)
  • Project Description, Exhibit B, consisting of:
    • Project Abstract
    • Implementation
    • Statement of Work (Work Plan)
    • Identification of Information Technology (IT) Deliverables to TxDOT
    • Assistance or Involvement by TxDOT
    • Deliverables Table (RTI form *rev.7/2015)
    • Schedule of Research Activities (RTI form or MS-Project WBS)
  • Background and Significance of Work
  • Research Staff and Facilities (RTI form)

If additional information is required for a specific project, that additional requirement will be stated in the Project Statement or Implementation Project Recommendation distributed in the RFP.

 

The Background and Significance of Work is treated as a separate document of no more than 10 pages in length, and its information is used only during the evaluation of the proposal.

CTR/Contracts will issue the current templates directly to the RS or upon request. Modification Guidelines RTI has issued updated guidelines for modifications, as discussed in the University Handbook .

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