Travel Management link: http://www.utexas.edu/travel/

Travel Planning: https://travel.utexas.edu/travelplanning

Travel Authorization request: https://utdirect.utexas.edu/apps/services/requests/

Travel reimbursements: https://financials.utexas.edu/hbp/part-11/5-travel-reimbursements 

Non-employee Travel Reimbursement:  https://financials.utexas.edu/hbp/part-11/5-5-non-employee-travel-reimbursement-procedures 


VE5 Checklist (*DEFINE Travel form)

  1. Account Number: If not noted in Travel Request Authorization (RTA), email faculty or staff traveler asking which account to use.
  2. Student Traveler: Before creating RTA, obtain email from Supervisor providing 1) Student travel approval, 2) Account number to be used, 3) Expense limit.
  3. Review Account Number(s): Correct account number(s)? Sometimes more than 1 account is used.
  4. Faculty Travel Grant (FTG): Can combine both Faculty Affairs's Faculty Travel Grant Account ($1,400.00) and iSchool account (currently $,3000.00) per academic year for travel reimbursement. When processing reimbursement, always use FTG funds first. iSchool account number may change during year, depending on remaining funds in account - check with CBO.
  5. Traveler Letters (Keep originals of Dean's (or Associate Dean's) signed approval letter stapled to VE5 top sheet and file by academic year in iSchool records' file cabinet.):
    1. Faculty:
      1. Domestic travel: Obtain Dean's signed approval letter; staple to VE5.
      2. Foreign travel: Staple Dean's signed foreign travel approval letter to VE5.
      3. Restricted Regions travel: Staple Associate Dean's signed approval letter to VE5. Also, attach a copy of the Associate Dean's signed Restricted Regions travel approval letter to VPE and send to Office of Accounting.
    2. Students:
      1. Domestic travel: Staple Supervisor's approval email to VE5.
      2. Foreign travel: Staple Supervisor's approval email and Dean's signed foreign travel approval letter to VE5. 
      3. Restricted Regions Travel: Staple Supervisor's approval email and Associate Dean's signed Restricted Regions approval letter to VE5 for iSchool records. Also, attach a copy of both the Supervisor's approval email and the Associate Dean's signed Restricted Regions travel approval letter to VPE and send to Office of Accounting.
    3. Visitors:
      1. If visitor is not in DEFINE, one must create a GGV for visitor/vendor after sending them a Payee Information Form (PIF) via DocuSign Powerform (https://docusign.utexas.edu/PIF - Click on "Launch PIF PowerForm". Note: You must use the eid@eid.utexas.edu format when completing the email field for any UT-affiliated individual.). A government-issued photo ID must be included in the DocuSign. Once visitor returns documents via DocuSign, you will receive email notice to review and approve. After approving, create a GGV and using the information from the completed PIF and government-issued ID.
      2. If visitor is already in DEFINE, review DEFINE listing to check if address, phone number, and email are current. If any have changed, create a GGV, make changes, and "app" in DEFINE (This sends document to VID (Vendor Identification Section.). There is no need for a new PIF or government-issued photo ID when updating.
      3. Once person is correctly listed in DEFINE, create an RTA for visitor's travel.

VP5 Checklist (Travel Reimbursement)

  1. Online Flight Purchase (other than Concur): If traveler uses an online reservation tool other than Concur, the VP5 submitted to the Office of Accounting for reimbursement is to include the traveler’s statement:  “Online selection is best value as consistent with institutional priorities.” (https://travel.utexas.edu/faqs/airfareexceptionrequest/ ) This statement must be included in the *DEFINE NOTes as well as stamped on the flight invoice/receipt (may have traveler sign the statement on the invoice/receipt).
  2. Check account numbers on Voucher: Print out VP5 from *DEFINE before giving to Finance Manager for approval - review which accounts are charged. When more than 1 account is listed, account numbers are auto-filled in some sections and may not be charged correctly. (Each change made in the system causes the system to revert back to a particular account number even if you previously changed that account number.)
  3. Invoice received: Use stamp with invoice date and sign on signature line.


Required/Requested Information for Flight Reservations

    1. Required
      1. Full name as it appears on government-issued ID or passport
      2. Date of birth
      3. Sex of traveler
      4. To make reservations via UT-preferred travel agencies, Anthony Travel (AT), which includes Concur, or Corporate Travel Planners (CTP), one must provide the Request for Travel Authorization (RTA) document number. Contact Information: http://www.utexas.edu/travel/agency_contacts.php . At times, an Authorization of Professional Services (APS), rather than RTA, will be used (such as handling non-employees' travel to workshops; send a copy of the APS to the travel agency).
    2. Requested
      1. Cell phone number to provide updates on flights
      2. Frequent flyer #, if wish to add to reservation
      3. Seat preference


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