Request for Travel Authorization
ATTENTION: New FMOG – Travel Reimbursement published on 03/09/11 and will become effective on 05/10/11.
Prior approval for all business travel outside of Bexar County is required for absences from the campus
(or other designated headquarters) during
the normal working period, whether or not there is a cost to The University.
No travel authorizations are needed for trips within Bexar County.
A Request for Travel Authorization (RTA) should state the traveler's name, dates of travel, destination,
purpose and benefit of travel and the account number to be charged. Appropriate
arrangements for disposition of duties must be made in advance of the travel.
If classes are to be missed, a qualified member of the instructional staff
shall be identified and approved by the Division Director as a substitute instructor.
Under normal circumstances, classes should not be rescheduled.
Travel expense limitations must be stated on the RTA.
RTA signature process should be as follows:
Principal Investigator/Project Manager (Grant funding only)
Contracts and Grants (Grant funding only)
Appropriate Vice President (Foreign or Student Travel only)
The original RTA should be filed in the office of the final approval. It
is the responsibility of this office to forward a copy of the approved RTA
to the Department originating the travel and the Travel Office.
The Request for Travel Authorization is located in the Public Folders
of Microsoft Outlook UTSA forms Travel Office section.
Effective September 1, 2005, the reporting requirements to the
Texas Office of State and Federal Relations (OSFR) have changed.
Travel to Washington D.C. no longer requires prior reporting unless
the purpose for travel is for one of the following reasons:
a) Obtaining or spending federal funds
b) Impacting federal policies
The OSFR web site can be accessed
Updated November 2006
Foreign Travel not to include Canada and
The Request for Governor Approval is no longer required for foreign travel.
All foreign travel not to include Canada and
Mexico must be routed to the appropriate VP for final approval.
Grants & Contracts:
When any foreign travel expenses are to be paid from grant and/or contract
funds, the required approvals may take the following forms: a letter from the
appropriate financial officer giving approval for use of funds for such travel,
or specific authorization for the travel may be stated in the approved grant
or contract. It is the responsibility of the Principal Investigator to secure
all necessary approvals: failure to do so will result in disallowance of the
travel expense reimbursement.
Documentation Required for Foreign Travel Request
- Statement from traveler as to how the trip will benefit UTSA
- Brief daily itinerary for extent of authorized absence
- If presenting a paper, one of the following is required:
- Letter of invitation
- Copy of program with the speaker's name in print
- If attending a conference, provide a copy of the conference
- For foreign exchange rate information - www.oanda.com/converter/classic