2-85 Washington, DC Travel and/or Meetings with Federal Officials on Legislative or Appropriations Issues

Revision Date: 07/10/2009

Origination Date: 11/30/2000

  1. Request for Travel Authorization (VE5) for Travel to Washington, DC

    When entering a Request to Travel Authorization on VE5, mark the Washington DC box and fill in all of the required information. This will generate a report for the Travel Department to append to the travel voucher (VP5) when it is processed.

  2. Office of State-Federal Relations

    Travelers who intend to confer on Legislative or Appropriations issues with U.S. Congress/the federal government, staff or officials, should submit travel information to the Office of State-Federal Relations (OSFR) in Washington, DC. A travel information form should be filled out and sent online from the OSFR website at http://www.osfr.state.tx.us/. When completing the form online, go to "State Travel to DC" section. Your agency name is University of Texas Arlington and your 3 digit Agency Code is 714. After you have completed the requested information and click Submit Form, your information is automatically sent to OSFR in Washington DC, and, a confirmation page is immediately generated, showing your information as submitted. Print and attach the confirmation page to the VP5. If there is a Travel Advance, the department requesting the advance should submit the form. The registration with the OSFR should be done regardless of destination, if conferring with federal officials on Legislative or Appropriations issues.

  3. Source of Funding

    This procedure applies to all Washington, DC 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, DC that is an exception to this requirement is strictly personal travel being paid from personal funds.