ELP Travel Process

Travel process for faculty members:

• Faculty member routes Travel Authorization Request (TAR) to accounts manager to check all the accounts used.
• Ensure the following on the Travel Authorization Request (TAR):
  • “Faculty Travel Grant” box must be checked if the traveler is using FTG funds.
  • Purpose of travel must be to present an original research paper.
  • Verify that chair has provided name(s) of colleagues assuming duties.
  • Verify that conference and travel dates match; check the conference website to confirm dates. If travel dates are more than one day before or after the conference dates, there must be an explanation in the “Request Notes” section.
  • Verify that the destinations on the TAR match the documentation and the conference website.
  • Verify accounts:
    • Graduate Studies’ FTG: 30-0006-6051.
    • Other departmental account, if needed.
    •  “International Travel” must be marked “Yes” for international destinations.
      • If international travel, the TAR will need to route through the Dean’s Office for review and approval.

      • For information on travel to restricted regions and mandatory ISOS registration: http://world.utexas.edu/risk/travelpolicy.

      • UT Austin’s Handbook of Operating Procedures addresses international travel in HOP 3-1210: https://www.policies.utexas.edu/policies/travel-requests.

      • See also the Handbook of Business Procedures 11.2, Part C “Foreign Travel”: https://financials.utexas.edu/hbp/part-11/2-travel-authorizations.

• Attach the required documentation:
  • Pending FTG application, if applicable.
  • Abstract/description of paper.
  • Email/other confirmation of acceptance.

• Send all faculty TARs to the Chair for approval.
  • If the traveler is a Chair, the TAR will need to route through the Dean’s Office for review and approval. Assign to group 0123

• Once Chair approval has been granted, finalize the TAR.
  • Finalize the TAR once received from Dean’s Office if it was routed to Dean’s Office for approval.  

Do not finalized the TAR until you obtain all the signatures.  Once you finalized it, you won't be able to modify.  If you did not get approval from the For Dean's office first, you will need to delete the one you finalized and create a new request.

Other tips:

Travel routing:

• The TAR will go to Joanna first to check accounts, and make sure the total approved by the chair is there on the amounts.   
• Jonna will ask faculty to apply for FTG. Then, she will route to Chair for approval. 
• Chair will send to admin> Diamond 
• Admin will still need to check dates of the conference, change total amount to $1 unless the chair approved a total amount.  

 Procedures for department funds-sub 23 

• One conference a year on a faculty travel (FTG) apply for the funds  
• One with departmental travel funds, up to 1k per person 

 Departmental related business- sub 22 

• Field observations  
• Recruitment