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What is an RTA (Request for Travel Authorization)?The primary purpose of a Request for Travel Authorization (RTA) an RTA is to approve and authorize employees for UT business travel. All business related travel requires a RTA, no-cost trips included. An RTA must also be submitted by faculty when a class will be missed (for any reason, including personal travel, etc). Below are detailed instruction instructions for submitting and assigning your RTA. |
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Overall Process
Access the online Request for Travel Authorization REQ.
Complete all basic fields. required fields.
For Description, indicate: Dates of Travel, Destination, Purpose (conference/professional/research/etc)
Be sure to verify if state how any classes will be missed handled under ‘disposition of duties’, if you are a faculty member.
If the request contains funding outside of Area funds, attach any email or correspondences confirming use of the outside account and funding amount. This applies to use of chair, professorship, grant, or other department fundings funding sources.
Assign the RTA to Area Head. The Area will approve and assign the request to the Finance Office group (00259).
Travelers can book/pay directly for airfare for later reimbursement, but your chosen fare must be less then found in Concur/Anthony Travel. Print the quote as proof. An itemized paid receipt must be submitted for reimbursement.
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The REQ system does not transfer information to Travel Management Services. You can arrange direct-billed airfare and car rental upon receipt of the Request for Travel Authorization approval email, which contains the VE5/TV numbers needed to book direct billed travel. Please forward direct billed airfare itinerary/receipts to Michelle Belisle upon finalized booking. |
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Tips:
Click on Travel Authorization Request
At the top of the request is the REQ number, creator/created information, and status.
The REQ number will appear on your home page.
All related correspondence will reference the REQ.
When the RTA has been approved the REQ will contain the Document ID and RTA Number (VE5/TV)
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Filling out the form:
Incomplete fields will result in a processing delay since document will have to be returned for missing information
Description
Indicate Dates of Travel, Destination, Purpose (conference/professional/research/etc)
Request Notes
Request Notes: Communicate to Area/Department any pertinent information. Please indicate if requesting funding.
What do I need to get started?
Dates of Travel
Destination(s)
Purpose of Travel
Benefit to UT
Disposition of duties
Account(s) to be charged
Estimation of expenses
Breakdown of expenses
Assignment Routing: Traveler > Area Head > Finance Office
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Destination Information
Destination(s)
Selecting the Question Icon will provide a window to search for City, State, Country and will auto-populate information when selected
Travel Information
Account Information
Enter Estimated Costs
Enter account number, account description (title), and allocation.
Leave blank if next person/assignee will enter account.
Expenditure Breakdown
Traveler must select the check box to itemize expenses.
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Traveler Assistance Information
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Though there is a box where you can indicate you “need assistance booking travel”, be aware, the department only provides assistance paying Conference Registration fees.
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Select – CONTINUE to assign document for approval
Travel Authorization Request: Assign
Choose Assignee
Assign To: select UT EID
If you do not know the EID select the question mark icon to look it up.
Who do I assign it to?
Assign to Area Head
Optional – Assign to another Account Signer for funding approval other than Area before sending to Area Head.
Area Head assign to Finance Office (00259)
Assignment Note
All other arrangements you will need to arrange via Concur, Anthony Travel, or on your own.
Assignment Note: Provide information to Assignee regarding request. Are these established funds? Are Are you requesting funding and why? This This is where you communicate to your Assignee.
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Once your REQ has been assigned you can track it via the HISTORY tab across the upper end of the REQ or via the homepage.
When the REQ reaches the Finance Office and is Finalized the requester will be notified via the official Request for Travel Authorization email.
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History Tab
Located at the top of the REQ page, the HISTORY tab provides the requester the ability to track the REQ.
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The requester can track the REQ through the approval process and follow up if the REQ has not moved forward.
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When your request is fully approved, you will receive an automated email with the subject “Request for Travel Authorization (RTA) TV######### approved”, see example image below. Please reference this number in the email subject line of all related correspondence with staff.
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Changes to a finalized RTA
If the dates, funding accounts, or other details of your trip change after the REQ is finalized, please email your Area Head (or the Chair, if you are an Area Head) with the updated details (including updated disposition of duties plan for any changes to affected classes), and be sure to list the TV######## number in the email subject line. (Be sure to notify TxGlobal of any updates to international travel as well.) The area head should then forward this email to Michelle Belisle with their approval of the changes, and Michelle will make the updates in UT’s system of record (“DEFINE”). (Once an REQ is finalized, it cannot be changed in the REQ system, so you will not see the updates there. But our office will ensure they are updated in DEFINE.)
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