1. Travel Purpose

    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. Travel Explanations

    If the travel is justified under Section I. above, the voucher must state how the university benefited 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. 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. If recruiting of faculty is involved, the names of the individuals interviewed must be submitted. 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. Authorizations

    Authorization for travel is obtained from the university and must be approved prior to making the trip. Travel Requests are entered on-line using the Electronic Request for Travel Authorization (VE5). All requests must be approved by the person to whom he/she reports for approval at the next level of administration.

  4. Requirements for Foreign Travel and Washington DC Travel

    Separate procedures for Foreign Travel (see Fiscal Procedure 2-83) or travel to Washington DC (see Fiscal Procedure 2-85) must also be used. Funds should be encumbered on the Travel Request. The encumbered amount should represent the total estimated expense of the trip.

  5. Cash Advance

    If the traveler is requesting a cash advance, then the Travel Request (Exhibit 2-91) and the Travel Voucher (Exhibit 2-92) must be transacted on paper. If no travel advance is involved, then electronic entries(VE5 and VP5) are made at the departmental level.  When a cash advance has been made, the related voucher must be turned into the Office of Accounting and Business Services no later than 15 days after the last day of travel. Any un-used funds must be deposited with the Bursar’s Office no later than 15 days after the last day of travel.

  6. Vendor ID File

    If a traveler is not in the *DEFINE data base (such as a new job applicant), they must be added in order to complete the VE5. Request for Travel Authorization. To set up a person to be reimbursed or paid directly in the Vendor ID File, refer to GGV screen.

  7. Direct Deposit

    To set up a person for Direct Deposit the individual must complete a Check Distribution Request Form (Exhibit 1-2) and mail the signed original and a voided check to Accounting Services, Box 19136.

  8. Reimbursable Travel Time Frames

    Expenses incurred by arriving 24 hours prior to and/or returning 24 hours after a meeting or conference are reimbursable to the employee.