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It is the Authorized Representative responsibility to submit a travel request for each time the organization travels. See travel outline for more information on what we consider travel. 

Step-by-step guide

  1. To start creating your Travel Request, go to your the Travel button to view your club’s travel requests.
  2. The next page will display your club’s current year travel requests. This page also allows you review on previous year’s submissions to assist with planning. A link “+ New Travel Request” will display above your club’s current travel requests.
  3. From there, the Travel Request itself is straight forward. Some important items to highlight:
    1. Travel Details
      1. Departure Time: the time the club will leave Austin.
      2. Return Time: the time the club will return to Austin.
      3. The “Event” is the description of travel, such as “Regional Tournament.”
      4. The “Host” is the school and/or conference, such as “Texas A&M University.”
    2. Overnight Travel Information (hotels, etc.) is collected separately from competition location.
    3. The club must submit estimated travel expenses, since pre-travel Credit Card use requires prior approval from staff and an office appointment.
      1. Once the travel request is submitted, the club can submit a purchase request for the trip.
    4. The Traveler/Driver List is automatically populated from the club’s submitted UTSCA memberships. 
      1. If a member does not display, that means they have not submitted their UTSCA paperwork and are thus, ineligible to travel. 
      2. If a member is not selectable to drive, that means they have not submitted Driver’s Info.
        1. In either occasion, these people can be added by submitting their membership packet and/or driver’s information.
    5. Excuse Letters: If needed, you must indicate so by indicating "Yes" to the Excuse Letter question in the Travel Request. Once approved, a generic excuse letter will be provided that will list the entire roster of those attending the trip. It will be the individual member's responsibility to download the form and present the excuse letter to their professor.

Travel Request Prerequisites

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Please contact Sport Club Staff at utrs.sportclubs@austin.utexas.edu with any questions or concerns.