The University of Texas at Arlington

Section I. State Funds vs. Local Funds

When planning to travel, one needs to determine the source of funding that will be utilized to pay for the travel. Accounts containing money from the State of Texas are referred to as state accounts and accounts containing money from other sources (e.g., gift, scholarship) are referred to as local accounts. The Account funding sources determine whether the account follows UT State Travel Rules or UT Local Travel Rules.

1. All travel using State Appropriated Funds (“14” accounts and some others) must use state travel rules.

2. Travel using Local Funds (non “14” account funds) usually follow the procedures set forth in the University’s Local Fund travel rules, except when an account is specifically directed to utilize state travel rules or travel is prohibited.

3. You may check whether an account follows state or local travel rules in *DEFINE. For information about how to check *DEFINE for this information, please refer to *DEFINE Education's Travel Guide Policy & Procedures.

Section II. Request for Travel Authorization

Prior approval for all business travel is required before a trip occurs (whether or not there is a cost to the university). To obtain approval, The Request for Travel Authorization (RTA) is used. The RTA document is used to authorize travel for employees, prospective employees, students and non-employees who travel for UT Arlington business.

1. The State regulations recognize two purposes for travel:

   1. To benefit the University of Texas at Arlington, and

   2. The presentation of original research before a national, international, regional, or state learned society that has been approved in advance.

2. If the travel is justified by the criteria above, the RTA must state how the university will benefit from the trip. What is learned that can be brought back to the classroom or that is beneficial to the performance of other duties are essential criteria, and must be clearly stated on the voucher.

   1. If the travel involved attendance at and participation in a meeting, the travel request must provide the name and date of the meeting, the sponsor, where it was held, and what benefits will inure to the University.

   2. If recruiting of faculty is involved, the names of the individuals interviewed must be submitted.

   3. In every instance, the description must include a very clear statement of what the traveler did and the names of the individuals contacted in addition to the benefit that inured to the University of Texas at Arlington.

3. The RTA should be completed by the department and approved by the immediate supervisor or department head. An RTA should state the traveler’s name, dates of travel, destination, purpose and benefit of travel, and the account to be charged for travel expenses.

   1. The RTA document can be processed electronically in *DEFINE or on the paper Request for Travel Authorization (Form 2-91). In *DEFINE, the Request for Travel Authorization is also referred to as a VE5 document. For information on how to complete the RTA (VE5) in *DEFINE please see *DEFINE Education’s Travel Guide Policy & Procedures.

Section III. Executive Management Travel

1. The Chief Administrator of an agency, and/or their designated representative is eligible for reimbursement of all expenses incurred while in travel status on university business. The following approval matrix must be used when Executive Management Travel is approved:

   Official Requesting Reimbursement	Authorized Approver
   President	Provost and Vice President for Academic Affairs, Vice President for Administration and Campus Operations, Vice President for Business Affairs and Controller, or their designee(s).
   Provost and Vice President for Academic Affairs, Vice President for Administration and Campus Operations, Vice President for Business Affairs and Controller, Vice President for Communications, Vice President for Development, Vice President for Human Resources, Vice President for Information Technology, Sr. Associate Vice President for Student Enrollment Services & Special Assistant to the President, Associate Vice President for Budget and Public Policy and Special Assistant to the President, Executive Director-Alumni Association, Executive Director-Fort Worth Center, Director Athletics, Director Governmental and Community Relations, Director Internal Audit	President or his/her designee

Section IV. Travel Advances

1. A Travel Advance is a promissory note signed by the traveler to receive cash in advance. The traveler is responsible for repayment of the Travel Advance. Travel Advances are available for travelers on official UT Arlington business in the following situations:

   1. International Travel

   2. Student/Group Travel

   3. Student Travel

2. Travel Advance Voucher (Form 2-93) and Request for Travel Authorization (Form 2-91) must be completed by the traveler and approved before the travel advance will be issued.

3. If a Travel Advance is involved, all transactions (The Request for Travel Authorization & Travel Payment Voucher) must be completed on paper. If a Travel Advance is not involved, then all transactions are processed electronically in *DEFINE. Note: A Travel Advance to an individual student requires the student to have a valid EID number prior to processing the Travel Advance voucher.

4. When requesting a Travel Advance, an estimated amount of travel expenses must be provided on the form. The Travel Advance cannot exceed the approved amount. University policy establishes the maximum advance not to exceed the estimated cost less airfare expenses on the Request for Travel Authorization. The Travel Advance voucher form should be submitted early enough to allow the traveler to be paid prior to the travel dates (usually one week). Travel Advances are not normally made under the following conditions:

   1. When the trip lacks an approved Request for Travel Authorization (Form 2-91).

   2. When the trip does not require an overnight stay.

   3. When the employee or student has an outstanding advance.

   4. When the traveler is a Non-employee or Prospective Employee.

5. Any Travel Voucher (Form 2-92) that involves a Travel Advance must be processed within 15 days after the last date of travel. Any unused funds related to the Travel Advance must be deposited at the Bursar’s Office no later than 15 days after the last day of travel. Additional requests for Travel Advances will not be processed until the prior advance has been cleared, if the travel for which the Travel Advance was issued has occurred. If the travel voucher is not submitted 120 days after the last day of travel, the traveler will be taxed on any unsubstantiated and unreturned amounts. If it becomes necessary for the Travel Services Office to frequently contact an individual concerning repayment of the travel advance, the individual will lose his/her privilege of acquiring future travel advances.

Section V. Washington, D.C. Travel and/or Meetings with Federal Officials on Legislative or Appropriations Issues

Before traveling to Washington D.C., the Office of State-Federal Relations (OSFR) in Washington D.C. may require information about the timing and purpose of the trip. The OSFR form should only be completed by travelers who intend to confer on Legislative or Appropriation issues with U.S. Congress/the federal government, staff or officials.

1. The travel information form should be filled out and sent online from the OSFR website. When completing the form online, go to "State Travel to DC" section. Your agency name is University of Texas at Arlington and your 3 digit Agency Code is 714. The registration with the OSFR should be done regardless of destination, if conferring with federal officials on Legislative or Appropriations issues.

   1. After you have completed the requested information and click Submit Form, your information is automatically sent to OSFR in Washington D.C. and, a confirmation page is immediately generated, showing your information as submitted.

   2. If there is a Travel Advance, the department requesting the advance should submit the form.

2. If traveling to Washington D.C., section W (Washington D.C. Travel) found in the VE5 document must by completed regardless of the purpose of the trip (i.e., political reasons, attending a meeting or conference, etc.)

3. These rules apply to all Washington, D.C. travel paid for, or reimbursed from any source of funds including state funds; travel where expenses are to be reimbursed by non-state agencies (e.g. NSF, NIH); travel reimbursed from existing grants or contracts with a federal agency pursuant to the terms of such grants or contracts; and/or any travel for meetings with any member(s) of the U.S. Congress, congressional staff, or agencies of the federal government.

4. Exception: The only travel to Washington, D.C. that is an exception to this requirement is strictly personal travel being paid from personal funds.

Section VI. International Travel

If using state appropriated funds, the Request for Travel Authorization (VE5) is to be pre-approved by a person authorized by the President of the University to act in the official capacity of approving international travel. Currently the Vice President for Research is authorized to approve international travel using state appropriated funds. Contact the Office of the Vice President for Research for details.

1. Please refer to *DEFINE Education’s Travel Guide Policy & Procedures for information on how to complete the electronic travel request for international travel. If the department is processing the paper RTA form, this information should be mailed or delivered to the Office of Research by the department for approval.

   1. As a general rule, the international travel request should be submitted 30 days in advance of the departure.

Note: Advance approval for international travel is not required when traveling to Canada, Mexico, Alaska, Hawaii, and U.S. possessions or when using a local account.

For more information regarding international travel, please see International Travel (Procedure 2-83).