Create a Request for Travel Authorization

PROCESS

1. Access the online Request for Travel Authorization REQ

2. Complete all basic fields. 

3. Be sure to verify if any classes will be missed if you are a faculty member.

4. 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 sources.

5.  Assign the RTA to Area Head. The Area will approve and assign the request to the Finance Office group (00259).

6. 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.

Creating the REQ:

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)

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

• 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

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

1. Enter Estimated Costs

2. Enter account number, account description (title), and allocation.

3. Leave blank if next person/assignee will enter account.

Expenditure Breakdown

Traveler must select the check box to itemize expenses.

Traveler Assistance Information

** The department only provides assistance paying Conference Registration fees.  Traveler must indicate in Request Notes and attach the completed registration form. **

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

• Provide information to Assignee regarding request.  Are these established funds?  Are you requesting funding and why?  This is where you communicate to your Assignee.

Click – ASSIGN

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.

HISTORY TAB

Located at the top of the REQ page, the HISTORY tab provides the requester the ability to track the REQ.

Upon creation the REQ establishes a date/time stamp each time a person routes the document.

Each person who reviews/approves the document can add notes that will appear in the HISTORY.

The requester can track the REQ through the approval process and follow up if the REQ has not moved forward.