Travel Authorization Requests
After you click on this link https://utdirect.utexas.edu/apps/services/requests/
Choose Travel Authorization Request
Request Information
The Request Information section includes fields to enter the requester’s UT EID, a description, and request notes.
The requester is the person who creates the request form. By default, the user’s UT EID displays
The Description is a free form field, which can be edited by the requester or anyone to whom the form is assigned.
The Request Notes is a free form field, which allows the requester to add notes up to 1000 characters.
Traveler Information
The Traveler Information section includes fields to enter the traveler’s name and UT EID (if applicable), the traveler’s contact information, and whether or not a faculty travel grant will be used.
The Traveler’s Contact Information is a free form field where the user can enter any of the traveler’s known contact information. This field allows up to 1000 characters.
The Faculty Travel Grant question allows the user to select whether or not a faculty travel grant will be used to fund any portion of the requested travel. If you choose Yes. This message will appear: To apply for a Faculty Travel Grant, go to the Faculty Travel Grant Program website and be prepared to provide a local account number for any charges not covered by the FTG. Also, the faculty travel grant account number is added automatically to the Account Information section of the form.
Travel Information
The Travel Information section is used to enter details about the purpose of travel, the benefit to the university, and the disposition of the traveler’s duties.
The Purpose(s) of Travel field is used to select up to five purposes for travel.
If the user selects as the purpose of travel either Present original research paper or lecture at conference or Attend meeting, conference, etc. for any purpose other than presenting, the user is prompted to enter additional information in the Conference Name, Paper Title, or URL field that appears.
To add an additional purpose, click Add Purpose(s) of Travel. To remove a previously added purpose, click the X button to the right.
The Purpose Comments is a free form field, which allows up to 700 characters for comments or additional details.
The Benefit(s) to UT field is used to select up to five benefits to the university.
To add an additional benefit, click Add Benefit(s) to UT. To remove a previously added benefit, click the X button to the right.
The Benefit to UT Comments is a free form field, which allows up to 700 characters for comments or additional details.
The Disposition of Duties field is used to select up to five benefits to the university. If the user selects Duties assumed by colleagues or staff, the user is prompted to enter the name of the person(s) assuming these duties in the Disposition of Duties Comments field.
To add an additional disposition of duties, click Add Disposition of Duties. To remove a previously added disposition, click the X button to the right.
The Disposition of Duties Comments is a free form field, which allows up to 700 characters for comments or additional details
Destination Information
The Destination Information section is used to enter travel begin and end dates as well as any and all destinations.
The Begin Date of Travel field is used to enter the date travel begins. When the user clicks this field a calendar pop-up automatically appears, which allows the user to select a date.
The End Date of Travel field is used to enter the date travel ends. When the user clicks this field a calendar pop-up will automatically appear, which allows the user to select any date.
The Destination field is used to enter any destinations or cities where the traveler will stay overnight. Type the name of the city and state/country, or click the lookup icon to search for a destination code.
To add an additional destination, click Add Destination(s). To remove a previously added destination, click the X button to the right. No more than 10 destinations can be listed.
Additional Information
The Additional Information section includes questions that pertain to the travel destination and whether or not students will accompany the traveler.
If Yes is selected for any of the questions, additional fields display information on the screen prompting the user to provide further information or contact a specific department.
Account Information
The Account Information section includes questions that pertain to how the travel will be funded.
The Third-Party Reimbursement question allows the user to select whether or not any third party will reimburse UT for travel expenses. If Yes is selected, a UT account number and the name of the third party must also be provided.
The UT Account for Travel question allows the user to determine if any UT accounts will be used for reimbursement. If Yes is selected, the UT Account Information section displays where the user can enter an estimated cost, account description, and account number.
The UT Account Information section allows the user to enter up to five UT accounts.
To add an additional account, click Add UT Account Information. To remove a previously added account, click the X button to the right.
If the Expenditure Breakdown checkbox is marked, four new fields display to enter dollar amounts for meals, lodging, transportation, and other expenditures. The total dollar amount for expenditures is automatically calculated as amounts are added to each field.
Travel Assistance Information
The Travel Assistance Information section is used to indicate if the traveler requires assistance with any of the various travel-related items.
If the Need assistance checkbox is marked, seven new options display along with a Travel Notes section to indicate what the traveler needs assistance with.
