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The following is a list of College of Liberal Arts travel policies for all employees. Please review them carefully and share this information with staff, students and faculty.
Authorizations
• University Policy states that a Request for Travel Authorization (RTA) is to be
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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. Training resource: a detailed guide for the TAR system can be found here.
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Travel Authorization Corrections (VE6)- Once a travel authorization has been approved, changes can be made to the VE5 using a VE6 document. For example, you need to add an additional account number. Training resources: Travel Authorization Corrections VE6 (27min) webcast and VE6 Slides used in the webcast training.
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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. Training resource: Texas Global hosts frequent Q&A sessions on the international travel process via zoom.
Foreign Travel on State Funds- International travel using state funds requires pre-approval from the dean. The approval request for foreign travel on state funds, is to DocuSign Powerform that automatically routes to the Dean and requests approval. A copy is sent to the Office of Accounting to be scanned as part of the DocuSign routing. The VE5/VE6 should be completed prior to submitting this form, and the approval to be indicated in the voucher notes.
Non-Employee Travel Authorization- This form allows for payment of direct billed travel expenses for a visitor. This does not allow for reimbursement of individual expenses or payment for service. (Please refer to HBP 11.5.5)
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Reimbursements
Individual travel reimbursements are made using a VP5 voucher in DEFINE. This voucher requires the previously created RTA Number to process the reimbursement. The voucher may include hotel expenses, airfare, ground transportation, and other allowable travel expenses. Additional information on Travel Reimbursements can be found at HBP Part 11.5. Receipts should be processed for reimbursement within sixty days of return date. Training resources: a VP5 example video will walk you through how to submit a VP5 in Define, a webcast Travel Vouchers VP5 (47min), and VP5 Slides used in the webcast training.
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Contact
GEB-business@austin.utexas.edu
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requested prior to travel. Refer to HBP Part 11.2. In recognition of this policy, if authorization has not been requested prior to travel a faculty member will be asked to complete a signed memo acknowledging that he/she did not previously know that an RTA was necessary and submit this with the reimbursement request.
• If you will be out of town for more than 30 days and wish to be paid for a meal allowance beyond the 30 days, you need approval from your department. The College will now allow these payments if they are approved internally.
• Faculty have additional travel policies to follow. Please review the Faculty Travel Policy wiki.
Reimbursements
• Refer to HBP Part 11.5.
• In order to be reimbursed for travel, receipts must be processed within 60 days of return date. Reimbursements are routinely denied for receipts submitted later than 60 days after employee has returned from travel.
• We cannot reimburse you for personal travel. If you expect to conduct research while on personal travel, the specific work dates have to be indicated prior to the travel in the notes of the RTA.
• We cannot reimburse you for payments to non-commercial lodging without prior authorization.
• You cannot be reimbursed for travel to a Restricted Region unless you have received advance approval from the International Oversight Committee in the International Office for such travel.
More information about international travel requirements and precautions for travel to Restricted Regions is available on Texas Global. Information about processing international travel requests is on the International Travel Requests page.
All UT employees and students must adhere to the UT Austin International Travel Process, which mandates travel registration in the UT Austin International Travel Registry (ITR) for employees or students NOT participating in official Education Abroad programs, or in the MyAbroad portal for students enrolled in study abroad programs. Registration in the ITR or the MyAbroad portal automatically ensures enrollment in emergency assistance and overseas insurance through On Call International, as mandated by UT System.
Cash Advances
We strongly encourage faculty who will be paying for extraneous research needs to request a Cash Advance before travel. If a trip will include group travel and/or research payments, please ask about the possibility of a cash advance. Read more about the details on the COLA Cash Advance wiki. You may also refer to HBP 11.4.
Travel Cash advances provide the convenience of receiving funds before travel begins.
Study cash advances are also available for payments made to study participants.