All travel for University of Texas at Austin business purposes requires a Request for Travel Authorization (RTA) to be approved in advance of travel. For all travel outside the 50 states, prior approval through Texas Global is required. For more information on Travel, please visit HBP Part 11.
Authorization
Prior authorization is required for faculty, staff and students for all university travel. The authorization also ensures faculty accountability for missed classes and academic responsibilities. Authorization may require multiple steps based on the destination and specific needs for the trip.
Travel Authorization Request (TAR)- Travel authorization system through the Request System in UT Direct that allows UT personnel to submit travel authorization requests outside of DEFINE (mainframe). Information will export from this system to DEFINE for final processing. To begin the request, please visit the Request System webpage.
Request for Authorization to Travel (VE5)- Travel authorization processed directly in the DEFINE (mainframe) system. The VE5 is the document used to process this, and the Request for Travel Authorization number (RTA Number) is used for arrangements, payments and reimbursements related to the specific trip. For more information on the Travel Authorization Process, please visit the Travel Management Services webpage.
Faculty Travel Grant (FTG)- The Faculty Travel Grant program allows eligible faculty to apply for funding to cover travel expenses to present original papers at scholarly and professional meetings. For more information, please visit the Faculty Travel Grant webpage.
Texas Global- Additional authorization steps may be required for international travel. For more information on international travel authorization, please see the Texas Global International Travel Process webpage
Arrangements
3 travel companies
statement about non-employees traveling with employee
personal vs work (give example)
Payments
Reimbursements
Approval request for foreign travel on state funds (VE5/6)
This form is to request approval for foreign travel using state funds. The VE5/VE6 should be completed prior to submitting this form. Once approved, this will be sent to the Office of Accounting to be scanned.
Non-employee travel authorization form
This form allows for payment of direct billed travel expenses for a visitor.
Travel authorization exception request
This form should only be used to request an exception to use a rental car agency outside of the 5 allowable companies.
Travel reimbursement exception request
This form should be used to request an exception to reimburse a traveler beyond the 60 days post travel rule.
