Please complete the Request for Travel Authorization (RTA) and submit the hard copy or e-mail as an attachment to Caroline Walls ( caroline.walls@mccombs.utexas.edu
) at least three weeks prior to taking the trip for domestic travel and four weeks for foreign travel (additional Dean’s approval needed). All RTAs must be approved prior to taking the trip.
Note: If you would like to apply for the Supply Chain Management Supplemental Travel Grant, please make sure to submit the application to Diana Busler ( diana.busler@mccombs.utexas.edu
).
You’ll need to be approved for the grant in order to use it towards your travel.
REQUIREMENTS FOR RTA PROCESSING PRIOR TO TAKING THE TRIP:
1. Complete all areas of the RTA. Please make sure to include the account number to be used and whether the airfare will be directly billed to your travel account or paid out of pocket to be reimbursed.
(Note: by using state travel rates and direct billing the airfare, you can minimize your out of pocket expenses.)
2. A copy of the airfare and flight itinerary.
3. A copy of the hotel itinerary (unless staying with someone, if so a phone # is required).
4. A copy of the schedule for the function attending. If presenting a paper, the name of the paper and where it is being presented are also required.
Under Purpose of Travel you need to state:
The purpose of the trip (ex: presenting paper titled xyz), where it is (ex: Hilton Hotel, Chicago, IL), and if anyone else is attending from the IROM department or another department at the University.
Under Benefits to UT, here are some suggestions:
Enhance reputation between two universities; enhance reputation between UT and name of organization; obtain further knowledge on research project (give research area); working on research with (give name of person and where they are located); to obtain feedback from colleagues on paper being presented, etc.
Travel Management Services at UT Austin provides information regarding travel agencies, hotel tax exempt forms, car rental, etc. Some useful links when making travel plans: http://www.utexas.edu/services/travel/ http://www.utexas.edu/services/travel/planning.html
State of Texas Contract Airline Fares http://www.tbpc.state.tx.us/travel/
REQUIREMENTS FOR REIMBURSEMENTS AFTER RETURING FROM THE TRIP:
Upon returning from your trip, please submit all receipts to Caroline Walls in the IROM department office with an explanation of the charges (ex: taxi to/from hotel to/from airport). This will help speed up the reimbursement process.
Note: The University Policy for Travel reimbursement requires that receipts be submitted within 60 days upon returning from travel. Due to IRS regulations and the Safe Harbor Rules, expenses turned in after
60 days from the trip require an attached explanation as to the reason(s) for being late. These late reimbursements will also require additional levels of approval and may be disallowed entirely or reported as taxable income to you.
Frequently Asked Questions on reimbursements. http://www.utexas.edu/business/accounting/tr/faq.html
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REQUEST FOR TRAVEL AUTHORIZATION (RTA) - VE5
Date submitted: Name:
Travel Dates:
Begin date & Departure time:
End date & Arrival time:
Destination: city, state, country (Make sure to include all destinations within this travel period.)
Purpose of Travel: (Be Specific. Check all that apply.)
Code: Description:
01
02
03
04
Attend meeting, conference, etc.
Conduct lecture or teach course
Perform research activities
Participate or officiate in event
06
07
08
09
Site or field visit
Serve as expert witness
Present original research paper
Fundraising
05 Recruiting prospective employee/student 10 Negotiate a contract
Please give complete name, location, and contact # of the conference/meeting you are attending:
Please give complete title of paper and where it is being presented:
Please list others that might be attending from the University.
Benefits to UT: (Be Specific. Check all that apply.)
Code: Description:
01 Help accomplish research objectives
02 Help fulfill contract provisions
03 Enhance grad/undergrad curriculum
04 Enhance performance of job duties
07
99
Please expand on the benefit to UT. (Do not just check a code)
05
06
Enhance University operations
Enhance reputation of the University
Raise funds for faculty/student support
Other (Be specific)
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REQUEST FOR TRAVEL AUTHORIZATION (Cont.)
Disposition of Duties: (Be Specific. Check all that apply.)
Code: Description:
01 No classes missed.
02 Duties assumed by colleagues or staff ***
03
04
99
Duties require travel
Duties held until return
Other (Be specific)
*** Please give name of colleague. (Must be a faculty member. No PhD Students).
Additional information/details if needed:
EXPENDITURES
Account Information
No Cost to UT:
Account number(s) to be charged: (Be Specific) Total Amount
Airfare: Billed through the travel agency listed below (The agency will directly bill UT)
YES NO
Travel Agency: Carlson Wagonlit Travel (CWT)
Breakdown (Estimate):
Coporate Travel
STA Travel
Meals (per diem $41)
Lodging
Airfare
Taxi, metro, etc.
Registration fee
Other
Total
Graduate Advisor Date
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