Division of Diversity and Community Engagement UT Shield

Business Affairs

Business Affairs

for the Division of Diversity and Community Engagement

DDCE Travel – Domestic & Foreign

Travelers must demonstrate how business trips will benefit DDCE.  Before submitting travel request, travelers must check the budget to ensure availability of funds.  Complete the DDCE Request for Travel (RTA) form and submit to your travel administrator as soon as possible after your trip is approved by your supervisor and no less than 7 working days prior to the date of travel.  Please allow at least 3-4 weeks to process requests that include conference registration or flight arrangements.

Download the DDCE Traveler’s Guide to ensure that arrangements can be made as timely and cost effective as possible.

1.  PRIOR TO TRAVEL

You must complete certain authorization procedures in order to get reimbursed for university-related business travel. Depending on the situation, you’ll need to complete one of the following during the early stages of the travel-planning process. Please use the DDCE Travel Manager’s Worksheet to help keep track of details.

Request for Travel Authorization (RTA)

  • Completing a Request for Travel Authorization (RTA) for all employees, prospective employees and students is the first thing you should do when you start planning a trip for employees, prospective employees, or students using a centrally billed airfare or requesting reimbursement for travel on university business.
  • A Request for Travel Authorizations are process on a DEFINE VE5 voucher which is required in order for faculty, staff and students to be reimbursed for travel expenses.
  • RTAs/VE5s should be processed before travel begins to provide liability and worker’s compensation insurance coverage for all travelers.
  • Complete the following:
    • Automated RTA — You can complete the electronic VE5 document using DEFINE. RTA numbers are automatically assigned once the document receives initial approval. Travel Management Services recommends using the automated RTA whenever possible.
    • Non-Employee Travel Authorization – https://utexas.app.box.com/v/non-employee-travel-auth
  • A new Request for Travel Authorization (RTA) data report is available to help with the increased need for travel related data during the COVID -19 pandemic: RTA Report Submission
  • Contact Purchasing – Travel Services experts on rules relating to all types of travel authorizations. oa.travel@austin.utexas.edu

2.  ARRANGEMENTS

    • Student Travel Policy for International Locations (STPIL)
      • According to Appendix N of the University’s General Catalog, all students traveling internationally on University-related business are required to register their travel with Texas Global Risk and Safety.
      • This is to ensure that essential emergency details are collected and that all students are enrolled in UT’s Overseas Insurance policy.
      • This registration process is separate from and in addition to the Request for Travel Authorization (RTA) process required for reimbursement.
      • However, failure to properly register travel can result in disciplinary action and the inability to receive reimbursement for travel expenses.

3.  AFTER THE TRIP

  • Travel Reimbursements:
    • A completed reimbursement request should be submitted with all original receipts as soon as practical after travel, but no later than 60 days after travel.
    • All reimbursements requested after 60 days will need to include a justification late submittal form.
    • Reimbursements processed late may be considered taxable income, unlike reimbursements processed soon after the travel dates.
    • Reimbursement Travel Limits for local and state accounts can be found on AskUs.

 

RESOURCES – DOMESTIC TRAVEL

 RESOURCES – FOREIGN TRAVEL

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