Foreign Travel on State Funds
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If you are processing a VE5 for foreign travel (any country except US, Mexico, Canada, and US possessions) on state funds (all 20- accounts and some 14- accounts), you will need to request the dean’s permission by e-mailing Michelle Hughes.
- Create the RTA/VE5, and then e-mail Michelle. The e-mail should be copied to Jesse Damon, and the subject should include the RTA/VE5 document ID and the traveler's name.
- Michelle will print out the VE5 or VE6 voucher cover sheet for the dean's signature. The creator of the VE5/VE6 should hold the electronic document in their inbox until Michelle sends notification that the dean has signed it.
- Once the dean signs the cover sheet, Michelle will e-mail a scanned image to the document creator for further processing and send the original signed cover sheet to the document creator.
For VE6/RTA amendment documents created to add a state account, please state in the document notes that you are adding a state account. If the original RTA did not include a state account, please e-mail Michelle using the steps described above; however if the VE6 is to add a second state account the original approval of foreign travel on state funds is sufficient.
If the travel will occur during the first or last week of classes or during final exams, you will need to get final approval for the travel from Senior Associate Dean Richard Flores before Michelle can obtain Dean Diehl’s approval for the foreign travel on state funds. Reiterate that you have already received that approval when you communicate with Michelle about the foreign travel on state funds.
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More on these regulations can be found in the Handbook of Business Procedures:
Note: PDF files require
Adobe Acrobat Reader to view.
Contact
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Please direct comments on the Procedures Guide to
cola_comments@utlists.utexas.edu.
Tips or FAQs
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- Prior approval is not required for foreign travel on local accounts (accounts beginning with 19-, 30-, 26-, 41-, and a few others).
- Canada, Mexico, Puerto Rico and US possessions are not considered foreign and do not require approval to use state funds.
- Please always copy Jesse Damon on these e-mails in the event Michelle is out of the office.
- The Faculty Travel Grant is now a 30- local account and does not require dean's prior approval of foreign travel on state funds.
Last Modified: 4 August 2009
