ELECTRONIC TRAVEL AUTHORIZATIONS

1
ELECTRONIC TRAVEL AUTHORIZATIONS

• How to create and approve a VE5 Document

2
Travel Resources

• Help in DEFINE)
• PF6 per screen
• ? per field
• PF10 glossary terms like Travel, RTA, and
  Foreign
• Online help
• Frequently Asked Questions
• Handbook of Business Procedures
• Travel Management Services 471-6641
• Travel Services Desk 471-7821
• Office of Accounting Helpline 471-8802

3
More Travel Resources

• GG1 State-funded Meals and Lodging
• Other Meals Lodging Rates
• State Mileage Guide
• Foreign Travel Certification
• Travel workshops (Enroll with TXCLASS)
• Travel Document User Guide

4
When to create an RTA?

• For any business absence from campus or other
  designated headquarters
• 1/2 day or more
• whether or not there is a cost to the University
• Before the travel begins!

5
Who uses an RTA?

• UT Employees
• UT Students
• Nonemployees
• Prospective Employees

6
RTA Rules for Nonemployee Travel

• Business travel for nonemployees on RTAonly when
  no fee or honorarium is paid to the nonemployee
  (visitor)
• Must have a PIF to set up Vendor ID Number
• Can use an RTA for centrally billing airfare or
  hotel charges (payments to hotel made with VP2)

7
RTA Rules for Nonemployee Travel

• Special accommodations must be authorized with
  explicit provisions of a formal contract (i.e.,
  first class airfare, travel for a performers
  entourage, etc.)

8
Special Authorizations

• Some destinations require special approvals
• Washington, D.C.
• Foreign travel

9
How To Create a Request for Travel Authorization
10
Travel Authorization

• Approved before travel
• Approved by supervisor or someone over the
  travelers position (appointment)

11
Travel Authorization

• Late RTA e-mail messages will be sent if the RTA
  is approved after travel. These are reported to
  the Office of Internal Audits.

12
Travel Authorization

• Primary purpose approves absence from
  headquarters.
• Routes to primary academic appointment for
  approval.

13
Travel Authorization

• Secondary purpose approves encumbrances
• Routes by account for approval
• Note Faculty Travel Grants will never be
  encumbered!

14
Travel Authorization

• You must be authorized with Update or Super
  status for the VE5 command.
• You must also use the official travel rules and
  regulations when completing this document
• Handbook of Business Procedures, Part 11
• Travel Rules Regulations Slideshow

15
Travel Authorization

• An RTA number is assigned when a VE5 is created.
• Example TV07123456This number will be needed
  later to create a travel reimbursement document
  (VP5).

16
VE5 Document Cover Sheet
To create a VE5 document, type NEW in the Action
field, and 01 in the Format field. Press ENTER.
17
VE5 Document Cover Sheet
A document ID number will be assigned, with an
RTA number, and designated headquarters.
18
VE5 Document Cover Sheet
You can enter a summary however the RTA will
provide a good one later if you dont.

• gtgtUpdate to document T0VE5961270 successfully
  completed continueltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID UT EID ?_______ MC ___ Name
  
• Traveler Type _ Title ______________________
  _ State VID
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• _____
  
• _____
  
• _ 2 Purpose of Travel __
  
• Benefits to UT __
  
• Disposition of Duties __
  

19
VE5 Document Cover Sheet
You can enter a summary however the RTA will
provide a good one later if you dont.

• gtgtUpdate to document T0VE5961270 successfully
  completed continueltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID UT EID ?_______ MC ___ Name
  
• Traveler Type _ Title ______________________
  _ State VID
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• _____
  
• _____
  
• _ 2 Purpose of Travel __
  
• Benefits to UT __
  
• Disposition of Duties __
  

Now type the travel dates, and ? in the VID field
to enter the travelers name.
20
VE5 Document Cover Sheet
You can enter a summary however the RTA will
provide a good one later if you dont.

• gtgtUpdate to document T0VE5961270 successfully
  completed continueltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID UT EID ?_______ MC ___ Name
  
• Traveler Type _ Title ______________________
  _ State VID
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• _____
  
• _____
  
• _ 2 Purpose of Travel __
  
• Benefits to UT __
  
• Disposition of Duties __
  

Now type the travel dates, and ? in the VID field
to enter the travelers name.
It is best to create the RTA before the trip if
possible!
21
VID Table
This will open the EID table. Type the travelers
names and press ENTER to search. Then type A in
the fields next to their names to see their
addresses.

• -------------------------------------------------
  --------------------------
• Press ENTER to page forward.
  8
• 
  
• Selection __
  
• Search and List Entities by
  0
• Name EINSTEIN, ALBERT______________
  __
• EID or Vendor ID ____________________
  
• 
  
• Expand Display to show 'A'ddresses, 'N'ames
  
• 'I'dentifiers, or 'P'ointers
  
• Name ID Type UN
  Vendor EID
• 1 A EINSTEIN, ALBERT 25556666000
  albert
• 2 _ EINSTEIN, BOB 25556666065
  bbe87
• 3 _ EINSTEIN, EINAR 25556666615
  cce65
• 4 _ EINSTEIN, ELIZA 23955555089
  dd2694
• 5 _ EINSTEIN, NED 25555555193
  3362
• 6 _ EINSTEIN, REBECCA 25555555743
  ff684
• 7 _ EINSTEIN, SALLY 25555555567
  gg378
• 8 _ EINSTEIN, WALTER 45555555535
  hhe94

22
VID Table

• -------------------------------------------------
  --------------------------
• gtgt End of list ENTER to scroll forward, CLEAR
  to exit listing ltlt
• ACTIVE addresses for EINSTEIN, ALBERT
  
• ID albert
  
• Starting Mail code ___
  
• Inactive Addresses only _
  
• 
  
• To select an address/mail code mark with an X
  Mail
• Address City
  St Zip Code
• ------------------------------
  --------------- -- ----------- ----
• 1 _ CAMPUS MAIL C1600 RELATIVITY AUSTIN
  TX 78712 000
• 2 _ Direct Deposit
  001
• 3 X 2001 TRAVIS GREEN LN AUSTIN
  TX 78735626905 002
• 
  
• 
  
• 
  
• 
  
• 
  
• 
  

Type X in the field next to the address and press
ENTER.
23
VE5 Document Cover Sheet

• gtgtUpdate to document T0VE5961270 successfully
  completed continueltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID albert__ MC 000 Name
  EINSTEIN, ALBERT
• Traveler Type ? Title ______________________
  _ State VID 24645555565
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• _____
  
• _____
  
• _ 2 Purpose of Travel __
  
• Benefits to UT __
  
• Disposition of Duties __
  

If the traveler type isnt provided, type ? and
press ENTER to see your choices.
24
Traveler Types

• gtgtUpdate to document T0VE5961270 successfully
  completed continueltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• -----------------------------------------------
  ----- cument ID T0VE5961270
• 
  ___________________
• Valid Traveler Types
  
• 
  ate
• Choice _
  101607 DTN _______
• 
  _____________
• Traveler Description
  , ALBERT
• Type
  e VID 24645555565
• E EMPLOYEE
  
• N NON-EMPLOYEE
  on
• P PROSPECTIVE EMPLOYEE
  
• S STUDENT
  
• 
  
• 
  
• 
  

Choose the appropriate traveler type.
25
VE5 Document Cover Sheet

• gtgt Enter additional information or enter an
  ACTION. ltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID albert__ MC 002 Name
  EINSTEIN, ALBERT
• Traveler Type E Title SR SYSTEMS
  ANALYST_____ State VID 24645555565
• SECTIONS
  
• _ 1 Destination Code Locale
  Description
• _____
  
• _____
  
• _ 2 Purpose of Travel __
  
• Benefits to UT __
  
• Disposition of Duties __
  

Type the travelers title if it isnt provided.
Then type ? in the Destination Code field and
press ENTER to see a list of destinations.
26
Destination Table

• -------------------------------------------------
  --------------------------
• 
  
• List of City Codes in the U.S.
  
• 
  
• Selection __ Mark to see foreign
  countries _
• List City by Codes from ----- (State
  Prefix then City)
• List by County from ------------------
  
• 
  
• Nr State City City
  County
• Code
  
• 1 Alabama ALANN ANNISTON
  CALHOUN
• 2 Alabama ALAUB AUBURN
  LEE
• 3 Alabama ALBAY BAYOU LA BATRE
  MOBILE
• 4 Alabama ALBES BESSEMER
  JEFFERSON
• 5 Alabama ALBIR BIRMINGHAM
  JEFFERSON
• 6 Alabama ALCUL CULLMAN
  CULLMAN
• 7 Alabama ALDAU DAUPHIN ISLAND
  MOBILE
• 8 Alabama ALDOT DOTHAN
  HOUSTON
• 9 Alabama ALFLO FLORENCE
  LAUDERDALE

Destination codes are listed in alphabetical
order by state and city.
27
Destination Table

• -------------------------------------------------
  --------------------------
• 
  
• List of City Codes in the U.S.
  
• 
  
• Selection __ Mark to see foreign
  countries _
• List City by Codes from TX--- (State
  Prefix then City)
• List by County from ------------------
  
• 
  
• Nr State City City
  County
• Code
  
• 1 Texas TXABE ABERNATHY
  HALE
• 2 Texas TXABI ABILENE
  TAYLOR
• 3 Texas TXACK ACKERLY
  DAWSON
• 4 Texas TXADD ADDISON
  DALLAS
• 5 Texas TXADR ADRIAN
  OLDHAM
• 6 Texas TXALB ALBANY
  SHACKELFORD
• 7 Texas TXALI ALICE
  JIM WELLS
• 8 Texas TXALL ALLEN
  COLLIN
• 9 Texas TXALP ALPINE
  BREWSTER

Search by entering the state abbreviation.
Destination codes are listed in alphabetical
order by state and city.
28
Destination Table
Select the code you want by number.

• -------------------------------------------------
  --------------------------
• 
  
• List of City Codes in the U.S.
  
• 
  
• Selection __ Mark to see foreign
  countries _
• List City by Codes from TX--- (State
  Prefix then City)
• List by County from ------------------
  
• 
  
• Nr State City City
  County
• Code
  
• 1 Texas TXABE ABERNATHY
  HALE
• 2 Texas TXABI ABILENE
  TAYLOR
• 3 Texas TXACK ACKERLY
  DAWSON
• 4 Texas TXADD ADDISON
  DALLAS
• 5 Texas TXADR ADRIAN
  OLDHAM
• 6 Texas TXALB ALBANY
  SHACKELFORD
• 7 Texas TXALI ALICE
  JIM WELLS
• 8 Texas TXALL ALLEN
  COLLIN
• 9 Texas TXALP ALPINE
  BREWSTER

Search by entering the state abbreviation.
Destination codes are listed in alphabetical
order by state and city.
29
Destination Table
Foreign Countries are listed on a separate table.

• -------------------------------------------------
  --------------------------
• 
  
• List of City Codes in the U.S.
  
• 
  
• Selection __ Mark to see foreign
  countries _
• List City by Codes from ----- (State
  Prefix then City)
• List by County from ------------------
  
• 
  
• Nr State City City
  County
• Code
  
• 1 Alabama ALANN ANNISTON
  CALHOUN
• 2 Alabama ALAUB AUBURN
  LEE
• 3 Alabama ALBAY BAYOU LA BATRE
  MOBILE
• 4 Alabama ALBES BESSEMER
  JEFFERSON
• 5 Alabama ALBIR BIRMINGHAM
  JEFFERSON
• 6 Alabama ALCUL CULLMAN
  CULLMAN
• 7 Alabama ALDAU DAUPHIN ISLAND
  MOBILE
• 8 Alabama ALDOT DOTHAN
  HOUSTON
• 9 Alabama ALFLO FLORENCE
  LAUDERDALE

Note Alaska and Hawaii are on the Foreign
Countries list.
30
Destination Table

• -------------------------------------------------
  ------------- ------------
• 
  
• Please fill in as much information as possible
  
• to add the city to the destination code table.
  
• 
  
• 
  
• City _________________________
  
• County _________________________
  
• State _________________________
  
• Country _________________________
  
• 
  
• Press enter to add or 'CLEAR' to cancel
  request.
• 
  
• 
  N
• -------------------------------------------------
  ------------- N
• 6 Alabama ALCUL CULLMAN
  CULLMAN
• 7 Alabama ALDAU DAUPHIN ISLAND
  MOBILE
• 8 Alabama ALDOT DOTHAN
  HOUSTON
• 9 Alabama ALFLO FLORENCE
  LAUDERDALE

Provide as much information as you can, then
press ENTER. A request will be sent to the Travel
Services Desk.
If the destination isnt listed, press PF2 and a
request window will appear!
31
VE5 Document Cover Sheet

• gtgt Enter additional information or enter an
  ACTION. ltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY
  E
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID albert__ MC 002 Name
  EINSTEIN, ALBERT
• Traveler Type E Title SR SYSTEMS
  ANALYST_____ State VID 24655555582
• SECTIONS
  
• X _ 1 Destination Code Locale
  Description
• ALANN O
  ANNISTON, AL
• UKLON F LONDON,
  UK
• _ 2 Purpose of Travel __
  
• Benefits to UT __
  
• Disposition of Duties __
  

If you need to enter more than two destinations,
type X in the field next Section 1. Press ENTER.
32
VE5 Document Section 1

• gtgt Your changes made were updated successfully.
  ltlt AQPSVE5D
• DESTINATION SUMMARY
  
• 
  
• Document ID T0VE5961270
  SECTION 1 of 04
• ------------------------------------------------
  ---------------------------
• 
  
• Destination Code Locale Code
  Destination
• ALANN O
  ANNISTON, AL
• UKLON F
  LONDON, UK
• CCTOR C
  TORONTO, CC
• MXMEX M
  MEXICO CITY, MX
• TXDAL I
  DALLAS, TX
• _____
  
• _____
  
• _____
  
• _____
  
• _____
  
• 
  
• 
  

Section 1 will allow up to 10 destinations.
33
VE5 Document Cover Sheet

• gtgt Enter additional information or enter an
  ACTION. ltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY
  E
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID albert__ MC 002 Name
  EINSTEIN, ALBERT
• Traveler Type E Title SR SYSTEMS
  ANALYST_____ State VID 24655555582
• SECTIONS
  
• X _ 1 Destination Code Locale
  Description
• ALANN O
  ANNISTON, AL
• UKLON F LONDON,
  UK
• _ 2 Purpose of Travel __
  
• Benefits to UT __
  
• Disposition of Duties __
  

You are now ready to enter the purpose and
benefits of travel, and the disposition of duties.
Type ? in these fields if you need to see the
codes.
34
Travel Purposes

• -------------------------------------------------
  ---
• 
  
• List of Purpose Codes
  
• 
  
• Select Nbr __
  
• 
  
• Code Description
  
• 01 Attend meeting, conference, etc.
  
• 02 Conduct lecture or teach course.
  
• 03 Perform research activities.
  
• 04 Participate or officiate in an event.
  
• 05 Recruit prospective employee or
  student.
• 06 Site or field visit.
  
• 07 Serve as expert witness.
  
• 08 Present original research paper.
  
• 09 Fundraising.
  
• 10 Negotiate a contract.
  
• 
  
• Press ENTER to Continue or CLEAR to cancel.
  

Choose the appropriate code number to fill in the
purpose(s).
35
Travel Benefits

• -------------------------------------------------
  ---
• 
  
• List of Benefits to UT
  
• 
  
• Select Nbr __
  
• 
  
• Code Description
  
• 01 Help accomplish research objectives.
  
• 02 Help fulfill contract provisions.
  
• 03 Enhance grad/undergrad curriculum.
  
• 04 Enhance performance of job duties.
  
• 05 Enhance University operations.
  
• 06 Enhance reputation of the University.
  
• 07 Raise funds for faculty/student
  support.
• 99 Other (Specify in moreable)
  
• 
  
• 
  
• 
  
• Press ENTER to Continue or CLEAR to cancel.
  

Choose the appropriate code number to fill in the
benefit(s).
36
Disposition of Duties

• -------------------------------------------------
  ---
• 
  
• List of Disposition of Duties
  
• 
  
• Select Nbr __
  
• 
  
• Code Description
  
• 01 No classes missed.
  
• 02 Duties assumed by colleagues or staff.
  
• 03 Duties require travel.
  
• 04 Duties held until return.
  
• 99 Other (Specify in moreable)
  
• 
  
• 
  
• 
  
• 
  
• 
  
• 
  
• Press ENTER to Continue or CLEAR to cancel.
  

Choose the appropriate code number to fill in the
disposition of duties.
37
VE5 Document Section 2

• gtgt Your changes made were updated successfully.
  ltlt AQPSVE5R
• REASONS FOR TRAVELING
  
• 
  
• Document ID T0VE5961270
  Section 2 of 04
• -------------------------------------------------
  ---------------------------
• Purpose 03 Perform research
  activities.
• __
  
• __
  
• __
  
• __
  
• Benefits to UT 04 Enhance performance of job
  duties.
• 06 Enhance reputation of the
  University.
• __
  
• __
  
• __
  
• Disposition of Duties
  
• 01 No classes missed.
  
• 02 Duties assumed by
  colleagues or staff.
• __
  

Moreables allow descriptions of each if necessary.
Section 2 will allow up to five purposes, five
benefits, and five dispositions of duties.
38
VE5 Document Cover Sheet

• gtgt Enter additional information or enter an
  ACTION. ltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID albert__ MC 002 Name
  EINSTEIN, ALBERT
• Traveler Type E Title SR SYSTEMS
  ANALYST_____ State VID 24655555582
• SECTIONS
  
• X _ 1 Destination Code Locale
  Description
• ALANN O ANNISTON,
  AL
• UKLON F LONDON,
  UK
• X _ 2 Purpose of Travel 03 Perform
  research activities.
• Benefits to UT 04 Enhance
  performance of job duties.
• Disposition of Duties 01 No classes
  missed.

Special information must be provided for any
travel to Washington, DC.
39
VE5 Document Section W

• WASHINGTON, DC TRAVEL
  INFORMATION
• 
  
• 
  
• Document ID T0VE5961270
  Section W of 04
• -------------------------------------------------
  ---------------------------
• 
  
• PRIMARY Committees/Offices/Agencies/Organiz
  ations TO BE VISITED
• 
  
• Purpose __
  
• 
  
• Visit 1 Date ______ (mmddyy)
  
• Name _________________________
  (Person traveler is going to see)
• Organization ________________________
  __________________________
• 
  
• Visit 2 Date ______ (mmddyy)
  
• Name _________________________
  
• Organization ________________________
  __________________________
• 
  

40
VE5 Document Section W

• -------------------------------------------------
  ---
• 
  
• Purpose Codes for Wash, DC travel
  
• 
  
• Select Nbr __
  Section W of 04
• 
  ---------------------
• Code Description
  
• 41 Federal congressional testimony.
  TO BE VISITED
• 42 Federal congressional visit.
  
• 43 Agency visit (general).
  
• 44 Agency visit (grant follow-up).
  
• 45 Public interest grp or prof assoc mtg.
  
• 98 Other (Specify in moreable)
  eler is going to see)
• 
  ____________________
• 
  
• 
  
• 
  
• 
  ____________________
• 
  

41
VE5 Document Cover Sheet

• gtgt Enter additional information or enter an
  ACTION. ltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID albert__ MC 002 Name
  EINSTEIN, ALBERT
• Traveler Type E Title SR SYSTEMS
  ANALYST_____ State VID 24659410682
• SECTIONS
  
• X _ 1 Destination Code Locale
  Description
• ALANN O ANNISTON,
  AL
• UKLON F LONDON,
  UK
• X _ 2 Purpose of Travel 03 Perform
  research activities.
• Benefits to UT 04 Enhance
  performance of job duties.
• Disposition of Duties 01 No classes
  missed.

No Cost to UT may be selected only for appointed
employees.
42
VE5 Document Cover Sheet

• gtgt Enter additional information or enter an
  ACTION. ltlt
• DEFINE REQUEST FOR TRAVEL
  AUTHORIZATION - VE5 Year 07 08
• Command VE5 Account __________ Misc
  _______________ Month OCT
• 
  
• Status CREATED -- COVER SHEET --
  Document ID T0VE5961270
• Action ___ Summary DOCUMENT IN
  PROGRESS______________________________
• Created 10/16/07 by ACGEM - MARTT, GARY E
  
• Format 01___ Template
  Process Date
• Travel Dates Begin 091907 End 092807
  Voucher Date 101607 DTN _______
• RTA Nbr TV07437639 Designated HQ UT
  AUSTIN_____________________
• Vendor ID 2 UT EID albert__ MC 002 Name
  EINSTEIN, ALBERT
• Traveler Type E Title SR SYSTEMS
  ANALYST_____ State VID 24659410682
• SECTIONS
  
• X _ 1 Destination Code Locale
  Description
• ALANN O ANNISTON,
  AL
• UKLON F LONDON,
  UK
• X _ 2 Purpose of Travel 03 Perform
  research activities.
• Benefits to UT 04 Enhance
  performance of job duties.
• Disposition of Duties 01 No classes
  missed.

No Cost to UT may be selected only for appointed
employees.
Otherwise account information must be provided in
Section 3.
43
VE5 Document Section 3

• gtgt Make updates or Press ENTER to return ltlt
  
• ACCOUNT INFORMATION
  
• Document ID T0VE5961270
  Section 3 of 04
• --------------------------------------------------
  -------------------------
• NO COST TO UT _
  
• 
  
• Object
  
• Account Code
  Amount
• __________
  ___________
• __________
  ___________
• __________
  ___________
• __________
  ___________
• __________
  ___________
• TOTAL
  
• 
  
• 
  
• --------------------------------------------------
  -------------------------
• OPTIONAL EXPENDITURE BREAKDOWN
  
• MEALS
  ___________

Section 3 provides account information.
44
VE5 Document Section 3

• gtgt Update successful, press ENTER to return ltlt
  
• ACCOUNT INFORMATION
  
• Document ID T0VE5961270
  Section 3 of 04
• --------------------------------------------------
  -------------------------
• NO COST TO UT _
  
• 
  
• Object
  
• Account Code
  Amount
• 2075010051
  325.00
• 1402200075 0510
  100.00
• 1902200175 0510
  200.00
• __________
  ___________
• __________
  ___________
• TOTAL
  625.00
• 
  
• 
  
• --------------------------------------------------
  -------------------------
• OPTIONAL EXPENDITURE BREAKDOWN
  
• MEALS
  ___________

The Faculty Travel Grant is listed first and is
not encumbered.
Section 3 provides account information.
45
VE5 Document Section 3

• gtgt Update successful, press ENTER to return ltlt
  
• ACCOUNT INFORMATION
  
• Document ID T0VE5961270
  Section 3 of 04
• --------------------------------------------------
  -------------------------
• NO COST TO UT _
  
• 
  
• Object
  
• Account Code
  Amount
• 2075010051
  325.00
• 1402200075 0510
  100.00
• 1902200175 0510
  200.00
• __________
  ___________
• __________
  ___________
• TOTAL
  625.00
• 
  
• 
  
• --------------------------------------------------
  -------------------------
• OPTIONAL EXPENDITURE BREAKDOWN
  
• MEALS
  ___________

The Faculty Travel Grant is listed first and is
not encumbered.
All other accounts are automatically encumbered!
Section 3 provides account information.
46
VE5 Document Section 3

• gtgt Update successful, press ENTER to return ltlt
  
• ACCOUNT INFORMATION
  
• Document ID T0VE5961270
  Section 3 of 04
• --------------------------------------------------
  -------------------------
• NO COST TO UT _
  
• 
  
• Object
  
• Account Code
  Amount
• 2075010051
  325.00
• 1402200075 0510
  100.00
• 1902200175 0510
  200.00
• __________
  ___________
• __________
  ___________
• TOTAL
  625.00
• 
  
• 
  
• --------------------------------------------------
  -------------------------
• OPTIONAL EXPENDITURE BREAKDOWN
  
• MEALS
  ___________

The RTA audits 26-accounts to verify that the
accounts are active during the travel dates. The
RTA also audits all accounts listed to verify
that they will allow travel based on destination
and traveler type.
47
VE5 Document Section 3

• gtgt Make updates or Press ENTER to return ltlt
  
• ACCOUNT INFORMATION
  
• Document ID T0VE5961270
  Section 3 of 04
• --------------------------------------------------
  -------------------------
• NO COST TO UT _
  
• 
  
• Object
  
• Account Code
  Amount
• 2075010051
  325.00
• 1402200075 0510
  100.00
• 1902200175 0510
  200.00
• __________
  ___________
• __________
  ___________
• TOTAL
  625.00
• 
  
• 
  
• --------------------------------------------------
  -------------------------
• OPTIONAL EXPENDITURE BREAKDOWN
  
• MEALS
  200.00

Optional Expenditure Breakdown is required for
nonemployees and prospective employees!
48
VE5 Document Section 3

• gtgt Total of amounts by account must equal
  estimated amounts. ltlt
• ACCOUNT INFORMATION
  
• Document ID T0VE5961270
  Section 3 of 04
• --------------------------------------------------
  -------------------------
• NO COST TO UT _
  
• 
  
• Object
  
• Account Code
  Amount
• 2075010051
  325.00
• 1402200075 0510
  100.00
• 1902200175 0510
  200.00
• __________
  ___________
• __________
  ___________
• TOTAL
  625.00
• 
  
• 
  
• --------------------------------------------------
  -------------------------
• OPTIONAL EXPENDITURE BREAKDOWN
  
• MEALS
  200.00

The total amount must balance with the total of
expenditure breakdown.
49
VE5 Document Section 4

• -------------------------------------------------
  ----------------------------
• gtgt Final page of departmental transactions ltlt
  
• Action ___ DEPARTMENT CODES
  Section 04 of 04
• -----------------------------------------------
  --------------------------
• Transaction Date 042106 Month ___
  Start at Account __________
• 
  Audit Codes? N
• ACCT NBR LEDGER DESCRIPTION
  TYPE AMOUNT D/C
• 
  
• DTN TAG A TAG B COMMENTS
  
• 1 1402200075 EINSTEIN, ALB____________ EN
  100.00 D
• ___ ___ _____ _______
  _________ ______________
• _______ _ _ ___________________
  _____________________
• 2 1902200175 EINSTEIN, ALB____________ EN
  200.00 D
• ___ ___ _____ _______
  _________ ______________
• _______ _ _ ___________________
  _____________________
• 
  
• 
  
• 
  
• 
  

Section 4 is available for encumbrance
transactions.
50
VE5 Document Cover Sheet
gtgt Enter additional information or enter an
ACTION. ltlt DEFINE
REQUEST FOR TRAVEL AUTHORIZATION - VE5
Year 07 08 Command VE5 Account
__________ Misc _______________ Month
OCT
Status
CREATED -- COVER SHEET --
Document ID T0VE5961270 Action VER
Summary DOCUMENT IN PROGRESS_____________________
_________ Created 10/16/07 by ACGEM -
MARTT, GARY E
Format 01___ Template
Process Date Travel Dates
Begin 091907 End 092807 Voucher Date 101607
DTN _______ RTA Nbr TV07437639 Designated
HQ UT AUSTIN___________________