Foreign Travel Certification

1. Foreign Travel Certification Policy and Procedures

2. Foreign Travel Certification Policy • Section 2.02(B) of the State of Texas Travel Allowance Guide states that a state agency may pay or reimburse a state employee for travel expenses incurred while traveling to or from, or staying at a duty point in a foreign country only if the agency's chief administrator (or someone designated by the chief administrator) provides prior written approval. This approval has been delegated to the applicable dean or vice president at the University of Texas at Austin. • Prior approval is not required for Canada, Mexico or U.S. possessions.

3. Foreign Travel Certification Procedure • The VE5, VE6, and VP5 travel documents in *DEFINE require a certification that prior approval has been obtained for foreign travel on state funds for employees or prospective employees.

4. This window appears when the creator approves the foreign travel document with a state account: • +----------------------------------------------------------------------+ • | | • | Document W0VE5777555 has a foreign destination and references an | • | account with state travel rules. Prior written approval by the | • | Dean/Vice President is required to proceed with this approval. | • | | • | Please indicate below whether you wish to proceed: | • | | • | _ I certify that this foreign travel on state travel rules has | • | received written approval by the Dean/Vice President prior to | • | the start of travel. | • | Please PRT this coversheet and send with approval | • | documentation to: OA DOCUMENT PROCESSING, MAIN 132, K6000 | • | | • | | • | _ I have NOT received written approval and do not wish to | • | continue approval of this document. | • | | • | If you need assistance or have questions, please email | • | oa.travel@austin.utexas.edu or call the Travel office at 471-7821. | • +----------------------------------------------------------------------+

5. The creator marks the certification fieldif there has been prior approval: • +----------------------------------------------------------------------+ • | | • | Document W0VE5777555 has a foreign destination and references an | • | account with state travel rules. Prior written approval by the | • | Dean/Vice President is required to proceed with this approval. | • | | • | Please indicate below whether you wish to proceed: | • | | • | X I certify that this foreign travel on state travel rules has | • | received written approval by the Dean/Vice President prior to | • | the start of travel. | • | Please PRT this coversheet and send with approval | • | documentation to: OA DOCUMENT PROCESSING, MAIN 132, K6000 | • | | • | | • | _ I have NOT received written approval and do not wish to | • | continue approval of this document. | • | | • | If you need assistance or have questions, please email | • | oa.travel@austin.utexas.edu or call the Travel office at 471-7821. | • +----------------------------------------------------------------------+

6. Print the Cover Sheet • >> You are currently authorized to view this document.<< • *DEFINE REQUEST FOR TRAVEL AUTHORIZATION - VE5 Year 09 10 • Command: VE5 Account: __________ Misc: _______________ Month: JAN • ============================================================================== • Status: PROPOSED -- COVER SHEET -- Document ID: W0VE5777555 • Action: PRT Summary: EINSTEIN, ALBERT - PADUA, ITALY___________________ • Created: 01/03/10 by ZZJAS – SMITH, JOHN • Format: 01___ Template: Process Date: 010310 *Notes* • Travel Dates: Begin: 061010 End: 070710 Voucher Date: 122110 DTN: ________ • RTA Nbr: TV09555555 Designated HQ: UT AUSTIN_____________________ • Vendor ID: 2 UT EID: albert__ MC: 002 Name: EINSTEIN, ALBERT • Traveler Type: E Title: RESEARCH PROFESSOR_____ State VID: 25555555522 • SECTIONS: • _ 1 Destination Code Locale Description • ITPAD F PADUA, IT • _____ • X _ 2 Purpose of Travel: 01 Attend meeting, conference, etc. > • Benefits to UT: 01 Help accomplish research objectives. > • Disposition of Duties: 01 No classes missed. + • _ W Washington DC Travel: + • X _ 3 Account Information No Cost to UT: _ • X _ 4 Define Codes (Optional) • -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 1/07/10 04:44 PM -- Use the PRT action to print the cover sheet.

7. Print the Cover Sheet • VVVV • PUT ONE STAPLE HERE • SEND THIS PAGE TO ACCOUNTING • W0VE5777555 • - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - • DO NOT WRITE ABOVE THIS LINE • Transmittal Form for Document W0VE5777555 RTA Number: TV09555555 • VE5/VE6 supporting documentation is required ONLY for foreign travel on state • accounts. After ALL departmental approvals are complete, send this page with • supporting documentation of prior approval from Dean/VP to: OA DOCUMENT • PROCESSING, MAI 132, K6000 • Traveler: EINSTEIN, ALBERT Traveler Type: E • Travel Dates: 06/10/10 to 07/07/10 Headquarters: UT AUSTIN • Destinations: PADUA, IT FTC Required: N • Estimated Expenses: • Meals • Lodging • Transportation • DTN: Other • ----------- • Notes: TOTAL • The following notes were typed by ZZJAS on 01/03/2010 • Foreign Travel Certification Confirmed by ZZJAS on 01/03/2010 This is what the cover sheet will look like.

8. Print the Cover Sheet • Then send the printed cover sheet with the • approval documentation to: • OA DOCUMENT PROCESSING • MAIN 132 • K6000

9. Foreign Travel Certification • Once the certification has been made, it is stamped into the document notes. • This certification is only required once for all of the travel documents per trip.

10. Thank you for viewing this presentation. For more information, contact: User Services Financial Information Systems 512-471-8802 askUS@austin.utexas.edu