Account Number: If not noted in Travel Request Authorization (RTA), email faculty or staff traveler asking which account to use.
Student Traveler: Before creating RTA, obtain email from Supervisor providing 1) Student travel approval, 2) Account number to be used, 3) Expense limit.
Review Account Number(s): Correct account number(s)? Sometimes more than 1 account is used.
Faculty Travel Grant (FTG): Can combine both Graduate School's Faculty Travel Grant Account ($1200$1,400.00) and iSchool account (currently $3000$,3000.00) per academic year for travel reimbursement. When processing reimbursement, always use FTG funds first. iSchool account number may change during year, depending on remaining funds in account - check with CBO.
Traveler Letters (Keep originals of Dean's (or Associate Dean's) signed approval letter stapled to VE5 top sheet and file by academic year in iSchool records' file cabinet.):
Faculty:
Domestic travel: Obtain Dean's signed approval letter; staple to VE5.
Foreign travel: Staple Dean's signed foreign travel approval letter to VE5.
Restricted Regions travel: Staple Associate Dean's signed approval letter to VE5. Also, attach a copy of the Associate Dean's signed Restricted Regions travel approval letter to VPE and send to Office of Accounting.
Students:
Domestic travel: Staple Supervisor's approval email to VE5.
Foreign travel: Staple Supervisor's approval email and Dean's signed foreign travel approval letter to VE5.
Restricted Regions Travel: Staple Supervisor's approval email and Associate Dean's signed Restricted Regions approval letter to VE5 for iSchool records. Also, attach a copy of both the Supervisor's approval email and the Associate Dean's signed Restricted Regions travel approval letter to VPE and send to Office of Accounting.
Visitors:
If visitor is not in DEFINE, one must create a GGV for visitor/vendor after sending them a Payee Information Form (PIF) via DocuSign Powerform (https://docusign.utexas.edu/PIF - Click on "Launch PIF PowerForm". Note: You must use the eid@eid.utexas.edu format when completing the email field for any UT-affiliated individual.). A government-issued photo ID must be included in the DocuSign. Once visitor returns documents via DocuSign, you will receive email notice to review and approve. After approving, create a GGV and using the information from the completed PIF and government-issued ID.
If visitor is already in DEFINE, review DEFINE listing to check if address, phone number, and email are current. If any have changed, create a GGV, make changes, and "app" in DEFINE (This sends document to VID (Vendor Identification Section.). There is no need for a new PIF or government-issued photo ID when updating.
Once person is correctly listed in DEFINE, create an RTA for visitor's travel.
VP5 Checklist (Travel Reimbursement)
Online Flight Purchase (other than Concur): If traveler uses an online reservation tool other than Concur, the VP5 submitted to the Office of Accounting for reimbursement is to include the traveler’s statement:“Online selection is best value as consistent with institutional priorities.” (https://travel.utexas.edu/faqs/airfareexceptionrequest/ ) This statement must be included in the *DEFINE NOTes as well as stamped on the flight invoice/receipt (may have traveler sign the statement on the invoice/receipt).
Check account numbers on Voucher: Print out VP5 from *DEFINE before giving to Finance Manager for approval - review which accounts are charged. When more than 1 account is listed, account numbers are auto-filled in some sections and may not be charged correctly. (Each change made in the system causes the system to revert back to a particular account number even if you previously changed that account number.)
Invoice received: Use stamp with invoice date and sign on signature line.
Required/Requested Information for Flight Reservations
Required
Full name as it appears on government-issued ID or passport
Date of birth
Sex of traveler
To make reservations via UT-preferred travel agencies, Anthony Travel (AT), which includes Concur, or Corporate Travel Planners (CTP), one must provide the Request for Travel Authorization (RTA) document number. Contact Information: http://www.utexas.edu/travel/agency_contacts.php . At times, an Authorization of Professional Services (APS), rather than RTA, will be used (such as handling non-employees' travel to workshops; send a copy of the APS to the travel agency).
Travel Management link: http://www.utexas.edu/travel/; Travel Planning: https://travel.utexas.edu/travelplanning; Travel Authorization request: https://utdirect.utexas.edu/apps/services/requests/ (Create); Travel reimbursements: https://financials.utexas.edu/hbp/part-11/5-travel-reimbursements
Non-employee Travel Reimbursement: https://financials.utexas.edu/hbp/part-11/5-5-non-employee-travel-reimbursement-procedures
VE5 Checklist (*DEFINE Travel form)
VP5 Checklist (Travel Reimbursement)
Required/Requested Information for Flight Reservations