For Undergraduate College employee use only. If not an employee of the Undergraduate College, contact your UT school or department's business office for assistance.
All travelers should submit an electronic /wiki/spaces/embusinessservices/pages/35848372 for business travel. Prior approval for all business travel is required for absences of employees from the campus or other designated headquarters for periods of half a day or more during the normal working period, whether or not there is a cost to the university. Prospective employees (traveler type P on an RTA) also require prior approval before travel dates. Non-employees and students not traveling as employees (traveler types N and S) are not required to have prior approval. All travelers must submit an RTA before claiming travel reimbursements. Payment Services does not require travel authorization for personal absences such as vacation.
Approval of an RTA is delegated to the immediate supervisor.
An RTA includes:
Traveler's name
Traveler type (E for employee, P for prospective employee, N for non-employee, S for student)
Dates of travel
Destination
Purpose of travel
Benefit of travel
Disposition of traveler's job duties
Account to be charged for travel expenses, if applicable
Appropriate arrangements for disposition of the faculty or staff member's normal duties must be made in advance of the travel. If classes are to be missed, a qualified member of the instructional staff shall be identified to and approved by the departmental Chairman as a substitute instructor. Under normal circumstances, classes should not be rescheduled.
The RTA provides the authorization to charge the specified account for centrally billed travel expenses, if applicable.
Additional approvals or preparations may also be required.
B. Washington D.C.
Before an employee travels to Washington D.C., the Office of State-Federal Relations (OSFR) must be informed about the timing and purpose of the trip. Section W of the electronic Request for Travel Authorization (RTA) must be completed. A report based on the section W information is generated and sent to OSFR.
Some changes to travel plans, such as travel dates more than one business day outside the originally approved absence or additional destinations, require approval via an amended RTA. Other changes to travel plans, such as accounts that are to be charged for travel expenses, encumbrances, estimated expense breakdown, and traveler's name, may also be changed.