College of Liberal Arts

Travel Authorization (VE5)

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RTAs/VE5s are required in order for faculty and staff to be reimbursed for travel expenses. They also ensure faculty accountability for missed classes and academic responsibilities. RTAs/VE5s should be processed before travel begins. Once travel is complete and receipts have been turned in, use a Travel Payment Voucher (VP5) in order to reimburse the traveler.

This document encumbers funds.

How it Works

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  1. Create and Review the RTA: Log on to *DEFINE to create the RTA/VE5 and use the following guidelines. These can also be used by Department Chairs for reviewing documents for approval:
    • Date:
      • Travel authorization must be approved prior to the start date of travel. If the VE5 is not approved in advance, employees must submit a memo indicating the reason this university rule was not followed. Please send the memo to Amy McMillan.
      • Chairs will be the final approvers for all faculty travel during first/last week of classes and finals periods.  The Dean's Office will remain the final approver for all chair/director travel during first/last week of classes and finals periods.  Requests for Dean's Office approval should be sent to Dean Richard Flores and copy Hannah McKenna. Please add a note in the VE5 indicating permission was received. 
        • Required Information:  Chairs/directors must submit the following information to Dean Flores for approval: Travel dates, Missed classes, Name of faculty member who will oversee missed classes, Final exam date(s) and how final exams will be administered, Plan for on-time grade submission, Method of contact for student queries, Name of faculty member who will coordinate chair/director duties in their absence.
    • Destination: Click here for special guidelines for Foreign Travel on State Funds. Foreign travel = any country except US, Mexico, Canada, and US possessions. State accounts = all 20-accounts and some 14-accounts. (Use “CA3” command in *DEFINE to see travel rule 01.)

    • Purpose/Benefit of Travel: Under Section 2, you need to provide an explanation for the purpose of travel and the benefit of travel. You add this information by using the moreable. Check to ensure adequate information is provided. Moreable should include title of conference or paper, if applicable, plus names of other attendees in department.

    • Disposition of Duties: If the traveler is a faculty member and is missing classes, you need to provide the name of another faculty member who will be responsible for the missed classes. If the traveler is a chair or director, you need to provide the name of a faculty member who will oversee administrative duties in their absence. Some of the smaller programs or centers may say that the traveler “will handle duties via e-mail and cell phone.” This is at the discretion of the Dean’s Office.

    • Traveler Type: When you are bringing in prospective hires and paying for their travel, be sure to label these folks as “P” for “prospective employee” (and not “N” for “non-employee”). An incorrect code may delay payment.

  2. Routing: Department chairs have responsibility for approving RTAs/VE5s for faculty and staff travel. RTAs/VE5s will route to the Dean's Office for review if the travel is being paid for with an endowment account.

  3. Amending the RTA/VE5: To modify any section of the RTA/VE5 once it has been approved (date, destination, account, etc.), please create a VE6 and include notes about the modifications. 


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Note: PDF files require Adobe Acrobat Reader to view.


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Tips or FAQs

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  • A RTA/VE5 document ID is required to book travel via the UT travel agency.
  • When entering the amount for travel, it is appropriate to enter $1 in order not to encumber unnecessary funds.
  • If you are paying a visitor's honorarium with a Purchase Order, please use the RTA/VE5 for travel reimbursements.
  • For direct billed lodging and/or travel for a visitor, please use the Non-employee travel authorization form.

Last Modified: 10 October 2019