Travel

The travel process includes authorization and reimbursements in addition to cash advances associated with employee, non-employee, and prospective employee travel. The Request Form System is utilized by clients to submit Travel Authorization Request and Travel Reimbursement Request documents that also provide departmental approval. Review the Travel Processes Map, and contact the BFS Travel Accounting Team with requests and/or questions.

Travel Authorization (VE5)

• RTA’s/VE5’s are required in order for staff to be reimbursed for travel expenses and should be processed before travel begins. An RTA/VE5 document ID is also required to book travel via the UT travel agency.
• 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.
• RTAs MUST be submitted prior to travel dates. If submitted after, an explanation is needed and should be provided in the notes section in the Request Form System.
• Assign RTA requests to BFS (code 00223) in the Request Form System. If approval is needed in advance of travel, please arrange that prior to creating the RTA in the Request Form System and include documentation in the request.
• This document encumbers funds. When entering the amount for travel, it is appropriate to enter $1 in order not to encumber unnecessary funds.
• Monitor DEFINE inboxes for VE5 routing to ensure prompt approvals. BFS does not track RTA approvals from other units/teams.
• To modify or correct any section of the RTA once it has been approved (date, destination, account, etc.), BFS will create a VE6 and include notes about the modifications. This can be requested via email.
• Travel arrangements are handled by the employee or client administrative personnel. Guidance is available via Traval Management Services.

Travel Reimbursement (VP5)

• The Travel Payment Voucher (VP5) is processed once the travel is complete and the traveler has turned in receipts for reimbursements.
• It is best process to submit reimbursement requests as soon as possible after travel is complete.
• This must be processed within 60 days of the last day of travel. IIf the VP5 is processed late, the employee must include a statement for the delay in processing.
• Airfare: Reimbursements are allowed for employees booking through other vendors. The receipt should be submitted for reimbursement including the following statement: “Online selection is best value as consistent with institutional priorities.”
• Mileage: Personal car mileage is reimbursable using the Texas Comptroller of Public Accounts' Travel Reimbursement Rates Web page. For travel paid with local funds, any online mapping tool may be used. Travel paid with state funds can only be calculated using Mapquest. Please see the Handbook of Business Procedures for additional information.
• Rental Car: All car rental reservations are required to be made using one of five UT Austin contract car vendors, citing the chosen vendor's specific rate identifier code. The allowable vendors are Avis/ Budget, Enterprise/ National, and Hertz. Rental car contract rates apply to Domestic/U.S. rentals only. For more information, please see the Travel Management Services site regarding rental cars.

Cash Advance

• Request a cash advance to an employee for travel using the Cash Advance Form Request form
• Follow all relevant HBP policies, as well as established internal departmenal guidance.