What is an RTA (Request for Travel Authorization)?
PROCESS
- Access the online Request for Travel Authorization REQ
- Complete all basic fields.
- 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 fundings sources.
Assign the RTA to Area Head. The Area will approve and assign the request to the Finance Office, Patricia Semenov (EID: ps3496).
Direct Bill Note
It is important to note that the online system does not transfer information to Travel Management Services. You can arrange direct billed travel upon receipt of the Request for Travel Authorization approval email. This contains the VE5/TV numbers needed to book direct billed travel. Please forward direct billed airfare itinerary/receipts to Patricia Semenov upon finalized booking.
- Travelers can book/pay directy for airfare without penalty. An itemized paid receipt must be submitted for reimbursement.
Creating the online REQ: Click on Travel Authorization Request At the top of the request is the REQ number, creator/created information, and status. The REQ number will appear on your home page. All related correspondence will reference the REQ. When the RTA has been approved the REQ will contain the Document ID and RTA Number (VE5/TV)
|
|
|---|
Filling out the form: Same information required as on paper RTA. Incomplete fields will result in a processing delay since document will have to be returned for missing information Request Information Description
Request Notes
What do I need to get started? Dates of Travel Destination(s) Purpose of Travel Benefit to UT Disposition of duties Account(s) to be charged Estimation of expenses Breakdown of expenses
Assignment Routing: Traveler > Area > Finance Office (Patricia Semenov). |
 |
|---|
Destination Information Destination(s) Selecting the Question Icon will provide a window to search for City, State, Country and will auto-populate information when selected Travel Information Account Information
Expenditure Breakdown
|
|
|---|
Traveler Assistance Information ** The department only provides assistance paying Conference Registration fees. Traveler must indicate in Request Notes and attach the completed registration form. **
Select – CONTINUE to assign document for approval
Travel Authorization Request: Assign Choose Assignee Assign To: select UT EID
Who do I assign it to?
Assignment Note
Click – ASSIGN
Once your REQ has been assigned you can track it via the HISTORY tab across the upper end of the REQ or via the homepage.
When the REQ reaches the Finance Office and is Finalized the requester will be notified via the official Request for Travel Authorization email.
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.
| |
|---|
- Airfare Upgrade Request: First/Business Class or Seating Upgrade Purchase Request Form must be submitted via the Travel Management Services site for direct billed and traveler funded purchases. Failure to do so will result in a denial of the direct billed airfare ticket request or airfare purchase reimbursement. Submit a copy of the approval letter with your REQ/Travel Reimbursement Request
- Rental Cars: All car rental reservations are required to be made using one of the five UT Austin contract car vendors, citing the chosen vendor's specific rate identifier code. Follow link for information via the Travel Management site.
- Standard Daily Per Diem rate: $8 Breakfast, $13 Lunch, $30 Dinner = $51/day
- Handbook of Business Procedures - General Travel Rules
- UT Restricted Regions Policy Information