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- The travel coordinator reviews and completes the TAR:
- Verify that the traveler has provided the name of colleague(s) assuming duties, including chair and administrative duties.
- Verify that conference and travel dates match; provide an explanation in the “Request Notes” section of the TAR if the travel dates are more than one day before or after the conference dates. Additional days will be considered personal a at no cost to UT.
- Add account and other required information.
- “International Travel” must be marked “Yes.”
- Upload the required documentation as a single PDF attachment to the TAR.
- If presenting paper: abstract/description of paper and email/other confirmation of acceptance.
- If attending conference or meeting: agenda/description and email/other confirmation of invitation.
- Research/other activities: statement of work and other pertinent documentation.
- If on a grant, include a proposal and/or budget narrative that provides context and documents the need for the travel.
- If consulting work, confirm that outside employment was approved and include a written invitation.
- Check the restricted region status at https://global.utexas.edu/risk/travel/restricted-regions/list.
- If the destination is not a restricted region, add to “Request Notes”: “Not a restricted region.”
- If the destination is a restricted region, go to https://global.utexas.edu/risk/travel for procedures and required paperwork.
- Attached the completed forms, signed by the traveler, Chair, and Dean's Delegate to your TAR
- Attach the IOC approval letter as a second separate PDF attachment to the TAR.
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- The department chair or center director assigns the TAR back to the travel coordinator to indicate after indicating approval.
- The travel coordinator assigns the TAR to Group 00322 “COE Travel.”
- Dean’s Office staff works with the travel coordinator to resolve any inconsistencies or missing information.
- Dean's Office staff obtains Dean's approval.
- Dean’s Office staff assigns the TAR back to the travel coordinator to indicate Dean’s Office approval.
- For Category One and Two restricted regions, the Dean’s Office will provide the IOC approval letter to the travel coordinator.
- If state funds will be used, the Dean’s Office will provide a copy of the Dean’s approval.
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- If state funds will be used, the travel coordinator sends to Imaging & Documentation Services the VE5 coversheet with the packet that shows the Dean’s written approval to Imaging & Documentation Services.