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General Guidelines
Travelers and their Charge Accounts:
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Annette Smith - University Professional
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Creating Request for Travel Authorizations and Reimbursements
All Request for Travel Authorizations (RTA) and Request for Travel Reimbursements are completed in MAINFRAME on *DEFINE. Use the VE5 command for RTAs and VP5 command for Travel Reimbursements. For RTAs, RTA numbers are automatically assigned once the document receives initial approval. Travel Management Services recommends using the automated RTA whenever possible.
Contact Purchasing - Travel Services experts on rules relating to all types of travel authorizations. oa.travel@austin.utexas.edu.
Link to the Request for Forms Site:
https://utdirect.utexas.edu/apps/services/requests/
Request for Travel Authorization (RTA / VE5)
Request for Travel Authorizations are created only when travel is out of state and/or overnight. RTA's are required for all travel regardless of reimbursement status of the traveler. When travel is a day trip within Texas, please refer to the Blanket Request section.
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- Traveler Contact + EID
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- Dates of Travel
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- Destination (State/City)
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- Account #
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Request for Travel Reimbursement (VP5)
Request for Travel Reimbursement are completed after the traveler has returned and has an approved RTA created for them. Please refer the the Blanket Request section for more details on local travel reimbursements.
From the Handbook of Business Procedures 11.5.B.2:
"Print the VP5 coversheet, have the traveler sign it, and forward the signed coversheet and all required receipts to Imaging & Documentation Services, mail code K6000; Main Building, room 132."
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- Traveler Contact + EID
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- RTA # (TV+8 digits)
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- Attachments (Receipts, Folios, Etc.)
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- Begin/End Times (9 AM/ 12 PM)
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- Itemized Expenses
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When creating a Request for Travel Reimbursement in the Request Forms site, please answer the following question accordingly: "Will you claim more expenses?" - Select No
Once the Form has been Finalized, enter the given VP5 number on the next screen (in green bold lettering) into the DEFINE VP5 Doc ID section.
Review the account and line items information before entering "PRT" to print a cover page for traveler's authorization signature.
All VP5 documents that charge state accounts (e.g. 14, 20, and some 18 - excludes PMCS and CPC) must have an employee signature authorization on the cover page that you must upload to IRS before the document is forwarded for approval.
- Scan the print out and Save as PDF to the traveler local file (or file of preference)
- Insert supporting documentation (insert pages in Adobe pro)
- Upload completed packet to Docusign and obtain approval from Traveler
- Download the signed VP5 and the Certificate of Completion and upload both in Image Retrieval System by searching for the Document ID (50VP5999999)
- Pull up the VP5 in DEFINE and enter "APP" to send to the signers
If you cannot upload the signed documents in the Image Retrieval System, ensure that the VP5 is still in "created" status in DEFINE. If it is not, recall the document by typing REC in the command section.
Finally, with regards to HUB Account reimbursements, send an email to the HUB director to inform them of reimbursements to approve:
Subject: Please Approve [Doc ID]
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You may create a VE6 to make a correction to a VE5 (eg. wrong account number, wrong dates, etc). **Remember** If a VP5 has already been created and final approved against a VE5, you can't create a VE6. If a VP5 has been created but not yet final approved, you can delete the VP5, process the VE6, and then create a new VP5. |
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(CPC and PMCS only) - HUB on occasion
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