Create a Request for Travel Authorization

Overall Process

1. Access the Request for Travel Authorization REQ.

   Open

   

2. Complete all required fields.

   1. For Description, indicate: Dates of Travel, Destination, Purpose (conference/professional/research/etc)

3. Be sure to state how any classes will be handled under ‘disposition of duties’, 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 funding 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.

Tips:

• Request Notes: Communicate to Area/Department any pertinent information.  Please indicate if requesting funding.

• 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. 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 you requesting funding and why? This is where you communicate to your Assignee.

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.

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.

Open

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.)