TRAVEL Approval Remedies - PowerPoint PPT Presentation

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TRAVEL Approval Remedies PowerPoint Presentation
TRAVEL Approval Remedies

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TRAVEL Approval Remedies

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  1. TRAVEL AUTHORIZATIONCORRECTIONS VE6 Documents

  2. RTA CORRECTION • “RTA” = REQUEST FOR TRAVEL AUTHORIZATION • Change approved BEFORE travel • Approved by supervisor or by someone over the traveler’s position (appointment)

  3. RTA CORRECTION • PRIMARY PURPOSE: APPROVES ABSENCE FROM HEADQUARTERS • Change in Travel Dates (outside original dates) • Change in Destinations, Purposes, etc • Even change in Travelers for same trip • ROUTES TO PRIMARY ACADEMICAPPOINTMENT FOR APPROVAL

  4. RTA CORRECTION • SECONDARY PURPOSE: CHANGE ANY ENCUMBRANCES • Add or Delete Accounts • Increase or Reduce Encumbrance Amounts • ROUTES TO ACCOUNT FOR APPROVAL • SPECIAL NOTE: Faculty Travel Grants should NEVER be encumbered!

  5. RTA CORRECTION – VE6 CREATE WITH “NEW” ACTION + “01” FORMAT + RTA NUMBER (from original VE5)

  6. RTA CORRECTION – VE6 >>CREATION OF DOCUMENT S0VE6999987 SUCCESSFULLY COMPLETED; CONTINUE<< *DEFINE CORRECTION DOCUMENT FOR THE RTA - VE6 Year 05 06 Command: VE6 Account: __________ Misc: _______________ Month: JUL ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: S0VE6999987 Action: ___ Summary: DOCUMENT IN PROGRESS______________________________ Created: 07/12/06 by ACGEM - MARTT, GARY E Format: 01___ Template: Process Date: Travel Dates: Begin: 080706 End: 081206 Voucher Date: 071206 DTN: _______ RTA Nbr: TV05001980 Designated HQ: UT AUSTIN_____________________ VID Number: 24000016666000 Name: EINSTEIN, ALBERT Traveler Type: E Title: PROFESSOR EMERITIS_____ SECTIONS: X _ 1 Destination Code Locale Description DCWAS O WASHINGTON, DC UKLON F LONDON, UK _ 2 Purpose of Travel: 01 Attend meeting, conference, etc. > Benefits to UT: 02 Help fulfill contract provisions. > Disposition of Duties: 03 Duties require travel. + X _ W Washington DC Travel: 43 Agency visit (general). + X _ 3 Account Information No Cost to UT: _ _ 4 Define Codes (Optional) -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/12/06 02:03 PM -- The RTA number fills in all of the information from the most recently approved RTA document.

  7. RTA CORRECTION – VE6 >>CREATION OF DOCUMENT S0VE6999987 SUCCESSFULLY COMPLETED; CONTINUE<< *DEFINE CORRECTION DOCUMENT FOR THE RTA - VE6 Year 05 06 Command: VE6 Account: __________ Misc: _______________ Month: JUL ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: S0VE6999987 Action: ___ Summary: DOCUMENT IN PROGRESS______________________________ Created: 07/12/06 by ACGEM - MARTT, GARY E Format: 01___ Template: Process Date: Travel Dates: Begin: 080706 End: 081206 Voucher Date: 071206 DTN: _______ RTA Nbr: TV05001980 Designated HQ: UT AUSTIN_____________________ VID Number: 24000016666000 Name: EINSTEIN, ALBERT Traveler Type: E Title: PROFESSOR EMERITIS_____ SECTIONS: X _ 1 Destination Code Locale Description DCWAS O WASHINGTON, DC UKLON F LONDON, UK _ 2 Purpose of Travel: 01 Attend meeting, conference, etc. > Benefits to UT: 02 Help fulfill contract provisions. > Disposition of Duties: 03 Duties require travel. + X _ W Washington DC Travel: 43 Agency visit (general). + X _ 3 Account Information No Cost to UT: _ _ 4 Define Codes (Optional) -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/12/06 02:03 PM -- Just change what needs to be corrected! The RTA number fills in all of the information from the most recently approved RTA document.

  8. RTA CORRECTION – VE6 >> Make updates or Press ENTER to return << ACCOUNT INFORMATION - ENCUMBERED ACCOUNTS Document ID: S0VE6997549 Section: 3 of 04 --------------------------------------------------------------------------- No cost to UT: _ Object Last Amount Account Code Transacted Amount 2075010051 325.00 1402200075 0510 100.00 100.00 1902200175 0510 200.00 200.00 __________ ___________ __________ ___________ TOTAL 625.00 --------------------------------------------------------------------------- OPTIONAL EXPENDITURE BREAKDOWN Meals 200.00 Lodging 200.00 Transportation 200.00 Other 25.00 TOTAL 625.00

  9. RTA CORRECTION – VE6 >> Total of amounts by account must equal estimated amounts. << ACCOUNT INFORMATION - ENCUMBERED ACCOUNTS Document ID: S0VE6997549 Section: 3 of 04 --------------------------------------------------------------------------- No cost to UT: _ Object Last Amount Account Code Transacted Amount 2075010051 325.00 1402200075 0510 100.00 100.00 1902200175 0510 200.00 0.00 __________ ___________ __________ ___________ TOTAL 425.00 --------------------------------------------------------------------------- OPTIONAL EXPENDITURE BREAKDOWN Meals 200.00 Lodging 200.00 Transportation 200.00 Other 25.00 TOTAL 625.00 << ALSO here Change Amount to 0.00 to disencumber amount

  10. RTA CORRECTION – VE6 >> Total of amounts by account must equal estimated amounts. << ACCOUNT INFORMATION - ENCUMBERED ACCOUNTS Document ID: S0VE6997549 Section: 3 of 04 --------------------------------------------------------------------------- No cost to UT: _ Object Last Amount Account Code Transacted Amount 2075010051 325.00 1402200075 0510 100.00 100.00 1902200175 0510 200.00 0.00 __________ ___________ __________ ___________ TOTAL 425.00 --------------------------------------------------------------------------- OPTIONAL EXPENDITURE BREAKDOWN Meals 200.00 Lodging 200.00 Transportation 200.00 Other 25.00 TOTAL 625.00 SPECIAL NOTE: All outstanding encumbrances will automatically be disencumbered 60 days beyond the travel end date! << ALSO here Change Amount to 0.00 to disencumber amount

  11. TRAVEL RESOURCES • ON-LINE HELP (in *DEFINE) • PF6 – per screen • “?” – per field • PF10 – glossary terms like “Travel” + “RTA Routing” • ON-LINE HELP (on the web) • Frequently Asked Questions • Handbook of Business Procedures • TRAVEL MANAGEMENT SERVICES: 471-6641 • TRAVEL SERVICES DESK: 471-7821 • OFFICE OF ACCOUNTING HELPLINE: 471-8802

  12. MORE TRAVEL RESOURCES • GG1 – State Funded Meals & Lodging Rates • Other Meals & Lodging Rates (on the web) • GG2 – Mileages from Headquarters • State Mileage Guide (on the web) • Foreign Travel Certification (on the web) • Administrative Travel Workshops • Class Handout (on the web)