Travel Authorizations

RTA - Request for Travel Authorization
The University of Texas policy states that all employees, prospective employees, and students receiving reimbursement for travel on UT business are required to complete an RTA (Request for Travel Authorization) prior to departure. Departments may also complete an RTA for non-employees who are being reimbursed for travel expenses only.

Approved status is required on an RTA before reimbursement or payment of trip expenses may be made. Approval serves as written permission to reimburse the traveler or pay centrally billed items on your behalf via electronic transfers from department accounts.

There are two types of RTA:

•  Automated - The VE5 electronic document created via DEFINE. RTA numbers are automatically assigned once the document receives initial approval.

•  Manual - The "old" RTA/Travel Voucher form, which may be handwritten, typed, or a word processing document. RTA numbers are assigned by the document creator in accordance with departmental procedures.

Visit the Handbook of Business Procedures for further information on Travel Authorizations.

Authorization for Professional Services, APS
Departments must complete an APS for all non-employees traveling to The University for the purpose of providing compensated services (i.e., honorarium, independent contractor services, etc.). The APS is an acceptable form of travel authorization in lieu of an RTA when a department is arranging travel to be centrally billed.

     Download the APS form from the Accounting web site

Letter of Authorization
A department letter or memo, addressed to Payroll Services, may be used to authorize centrally billed student travel on behalf of U.T.

This document should be printed on letterhead, and contain all of the same information you would give for an employee RTA:

WHO is the person traveling? ("Jane Doe, a student....")
WHAT is the purpose of travel, and the benefit to U.T./State of Texas?
WHERE - What will the destination be?
WHEN will the travel take place (dates)?
Important: This student travel authorization should also include the department ACCOUNT NUMBER which will support the travel, and the SIGNATURE of an individual authorized to release funds from that account.