How to Submit a Travel Request

Authorized Representatives are responsible for submitting a travel request for each time the organization travels. See travel outline for more information on what we consider travel. 

Step-by-step guide

1. To start creating your Travel Request, go to your the Travel button to view your club’s travel requests.
   
2. The next page will display your club’s current year travel requests. This page also allows you review on previous year’s submissions to assist with planning. A link “+ New Travel Request” will display above your club’s current travel requests.
   
3. From there, the Travel Request itself is straight forward. Some important items to highlight:
   1. Travel Details
      1. Departure Time: the time the club will leave Austin.
      2. Return Time: the time the club will return to Austin.
      3. The “Event” is the description of travel, such as “Regional Tournament.”
      4. The “Host” is the school and/or conference, such as “Texas A&M University.”
      5. If you are traveling internationally you should select "Yes." This will remove the "state" field for your upcoming addresses.
         
   2. Travel Location
      1. Enter the City and State (or Country) that you are traveling to.
      2. Select ALL methods of transportation that will be used. If some are flying and others are driving, both airplane and vehicles should be selected.
      3. Enter the contact info for the main point of contact for the trip.
         
   3. Overnight Travel Information
      1. Enter the information for ALL overnight address that will be used. If you are stopping overnight on the way to or from your destination please list those locations as well as the one you are staying at for the competition.
         
   4. Estimated Travel Expenses
      1. Provide estimates for each category listed. This should be reflective of all expenses from University accounts (Allocation, Student Org, and Donation). Out-of-pocket costs should not be included.
      2. Once the travel request is submitted, the club can submit a purchase request for the trip.
      3. The total will automatically calculate
         
   5. Upload a travel itinerary showing the departure time, approximate times for each stop/activity, and return time.
   6. The Traveler/Driver List is automatically populated from the club’s submitted UTSCA memberships. 
      1. If a member does not display, that means they have not submitted their UTSCA paperwork and are thus, ineligible to travel. 
      2. If a member is not selectable to drive, that means they have not submitted Driver’s Info.
         1. In either occasion, these people can be added by submitting their membership packet and/or driver’s information.
   7. Excuse Letters: If needed, you must indicate so by indicating "Yes" to the Excuse Letter question in the Travel Request. Once approved, a generic excuse letter will be provided that will list the entire roster of those attending the trip. It will be the individual member's responsibility to download the form and present the excuse letter to their professor.