travel training: request forms system
TRANSCRIPT
ENROLLMENT MANAGEMENT FINANCE AND ADMINISTRATIONThe University of Texas at Austin
2021
TRAVEL TRAINING: REQUEST FORMS SYSTEM For Employees of UT Enrollment Management Portfolio
Before You Travel
Submitting a Travel Request
Request Forms System Login:
https://utdirect.utexas.edu/apps/services/requests/ Select Create next to Travel Authorization Request
Before You Travel
Submitting a Travel Request
Request Forms System Requester UT EID is pre-populated Enter Travel DescriptionPlease be specific
Add any special travel-related information in Request Notes
Before You Travel
Traveler Information
Enter Traveler’s UT EID Request system defaults to requestor’s EID Use spyglass (red square) to search for EID
if unknown
Enter Traveler Contact Info if known Faculty Travel Grant: typically No
Before You Travel
Travel Information Select from pull-down menus:
Purpose of Travel Select from pull-down menu
If Conference, include Conference Name and/or URL(s) Comments: Same text as Description at top of request
Benefit(s) to UT Comments: Enter pull-down selection text (again)
Disposition of Duties Comments: Leave blank unless, Duties assumed by
colleagues or staff is selected, then add name(s) of colleague(s) assuming the traveler’s duties while away
Before You Travel
Step One: Route request to manager or delegate for review and approvalOptional: Supervisor routes
forward for additional review Step Two: Supervisor or
delegate routes forward to EM Processors for final review and processing
Assigning Forward
Before You Travel
Duplicate requests not yet routed Creator of request can delete request Open Request
Select “Advanced Options” Select Delete
Before You Travel
Final Approval
Traveler will receive auto-created RTA Approval emailReview travel details for accuracy
Travel is not approved until you receive this email!
Before You Travel
RTA Changes Employee must alert EMFA if there are changes to their travel, including:
Travel Date(s) if more than one business day outside originally approved absence Additional Destination(s)
Employee or EM Department may request change to travel account in advance or following RTA approval
Forward RTA Approval email to EM Travel to request and provide change information
Important: For flight changes, approved amended RTA is required in advance.
Submit Travel Reimbursement via Request Form System Login: https://utdirect.utexas.edu/apps/services/requests/
Select Create next to Travel Reimbursement Request
After Travel
Traveler EID is pre-populated, if different, enter traveler’s EID and select RTA, then Continue
Travel Details Confirm RTA details. Requestor EID is
pre-populated, if different, enter EID.
After Travel
Confirm Begin and End Date(s) of Travel. Enter Begin and End Time of Travel accordingly. Travel times may determine partial per diem amounts.
Upload AttachmentsUpload clearly scanned attachments grouped by category and date orderExamples: Lodging
Hotel must show itemized room and taxes Must show zero balance
Meals Itemized meal receipts for actual expenses Do not need to upload receipts for per diem
Note: Partial day per diem amount determined by begin and end times of travel Mileage maps
Upload single-trip point-to-point mileage maps from MapQuest or Google Maps Round trips must have separate point-to-point mileage maps
Tolls Upload toll statements or paid toll receipts; highlight toll fees associated with business travel
After Travel
Entering Expenses
After Travel
Select pulldown menu next to Add Expense for each itemized receiptExample: For mileage, choose Personal Car from Transportation Expenses
Enter single trip point-to-point destination per line. Do not combine round trips.
Entering Expenses Select Tolls under Transportation
Expenses (if applicable) Enter each toll expense as appears on
toll bill
After Travel
Payment Options Select payment option
If direct deposit does not appear as an option, please refer to Direct Deposit setup instructions in Before You Travel section of this training.
Later expenses expected for current RTA? Select YES to claim more expenses for trip at a later date.
Select Continue to complete request and route forward.
After Travel
Routing For Approval Assign to appropriate approver:
To UT EID (Individual) To Group (Approver Desk)
After Travel
Assigning Forward If EID or Group ID is unknown, select spyglass icon to perform search.
After Travel
Receiving Reimbursement
Reimbursements can take up to four weeks to finalize If you do not receive reimbursement within 30 days of submission:
1. Review “Where’s My Check?” for payment informationhttp://links.utexas.edu/cgvoyoq
2. Check your bank account for direct deposit transaction from UT3. If unable to find your reimbursement, contact EMFA for assistance
After Travel
Where To Go
Policy
• Enrollment Management Travel Policy• http://links.utexas.edu/ynlybp
• UT Handbook of Business Procedures Travel Policy• http://links.utexas.edu/dtgrsw
Service
• Travel Management Services• https://travel.utexas.edu/
• Concur• https://bit.ly/2Hy5jDG
• Anthony Travel• https://bit.ly/2EsYLVb
• Enterprise | National• https://bit.ly/2Lzdcfv
• Enterprise Trip Optimizer• https://bit.ly/2Yn5Amf
• Where’s My Check?• http://links.utexas.edu/cgvoyoq
Forms
• Request Forms System• http://links.utexas.edu/cersdco
• UT Direct• http://links.utexas.edu/ucyxey
• Texas Hotel Occupancy Tax Exemption Certificate• http://links.utexas.edu/crhxycn
• Texas Sales and Use Tax Exemption Certification• http://links.utexas.edu/xmifdo
• Download Citi Individual Travel Card UT Acknowledgement and Application• http://links.utexas.edu/cqccyuy
References
Thank You!Thank you for attending EMBS Travel Training.
If you have any questions not addressed during training, please write to EM Finance and Administration or refer to EMFA Wiki for more information.
Email: [email protected]
EMFA Travel Wiki: http://links.utexas.edu/ecxkga