Prepare a Travel Web Requisition

  The PeopleSoft travel requisition is used to authorize travel for employees, students, and residents on official UT business.

  NOTE: If you have not received training from DCATS, this section will not replace it. Please register on the Knowledge Center site for a travel class. See also the HOP entry for web requisitions.

   When you prepare a Travel Web Requisition, you will begin by clicking on the Inside UTHSCSA intranet and login using your Domain operator ID and password. In the Portal Menu under the "HSC Business Applications" link, click on "Financials", then "Requisition Items", and finally "Add a Requisition". Below are the detailed steps for assisting you when preparing the requisition:

Header Info Panel:

  1. Vendor: PeopleSoft vendor ID number for the traveler.
  2. Due Date: This date should always be the last day of the trip.
  3. Ship to: Type in N/A; travel reqs will have no shipped-to address.
  4. Contact Name/Ph: Name and phone number of person to be contacted if there are any questions about the travel requisition.
  5. Deliver To: Type in N/A; travel reqs will have no deliver-to address.
  6. Deliver Name: Should stay blank.
  7. Deliver Ph: Should stay blank.
  8. Project/Grt: Source of funds used to pay for travel expenses. Only one Project ID may be used per requisition.

Line Details Panel:

  1. Category: CatID number which references the proper expenditure account number for the travel expense. When TR300 for foreign travel is selected, the requisition will be flagged as a foreign travel request and must be routed to the Executive Vice President for Business Affairs for approval by the Administrator Approver.
  2. Long Description: Basic description of expenses to be reimbursed.
  3. Requisition Quantity: The quantity on a travel requisition will always be one (1).
  4. UOM: The unit of measure on a travel requisition will always be EA (each).
  5. Unit Price: Enter the estimated amount of each travel expense.
    1. Public Transportation: Estimate for taxi, train, subway, bus, rental car, and airfare. Use State contract rental car rates, unless destination does not have contract agencies or cars available, and State contract airfare (if one exists) or lowest coach airfare. Travelers are expected to use the lowest coach airfare for which they qualify.
    2. Mileage: Estimate for personal car mileage to and from the trip.
    3. Per Diem for Days: List the number of days paid for by department in the Long Description field. Lodging is not estimated for the lst day of the meeting. The estimate for meals and lodging is based on allowable expenses for the destination and account used as follows:
      • Out-of-state destinations: Meals and lodging are not to exceed rates based on city/state destination for State funds & Federal/State Grant fund groups (14XXX, 15XXX, 21001, 4100X-43XXX, 23055, 23056, 23065, 23066, 23070 and 44087-44099).
      • In-State destinations: Lodging not to exceed $80 and meals not to exceed $30 for meals for State funds & Federal/State Grant fund groups (14XXX, 15XXX, 21001, 4100X-43XXX, 23055, 23056, 23065, 23066, 23070 and 44087-44099).
      • All destinations: Actual meal & lodging cost for designated MSRDP/DSRDP funds (221XX and 222XX).
      • All destinations (except foreign travel): Meals and lodging combined not to exceed $180 a day for Private Grants & Non-State, Non-Federal fund groups (44080-44086, 48XXX, 35001, 230XX - except 23055, 23056, 23065, 23066, 23070, and 44087-44099).
      • Foreign travel other than Canada & Mexico: Actual expenses for meals and lodging for all fund groups except State funds (14XXX, 15XXX, 23055, 23056, 23065, 23066, and 23070).
    4. Other allowable Expenses: Estimate for cost of books, videos, tapes, passport fees, fax charges, and other miscellaneous costs.

Travel Panel:

  1. Disposition of Work While Away: Name of person who will cover traveler's job duties. If appropriate, use "In Abeyance".
  2. Traveler on HSC Payroll during trip: Check if traveler will remain on payroll during trip. Leave unchecked if traveler is taken off payroll for this trip or if traveler is a University student or resident, and is not on the payroll.
  3. Honorarium Received: Check if an honorarium or consultant fee will be received. Complete and submit a Request for Approval of Outside Employment, Consultation, or Related Activities.
  4. Send REQ to Travel Agency: Check if the requisition should be transmitted to the contract travel agency. Note: If this box is not checked, the requisition will not be transmitted to the travel agency.
  5. University Paid Travel (UPT) airfare: If UPT will be used, indicate the estimated amount of the airfare.
  6. Travel Agency: Select a travel agency if you have flagged the Send REQ to Travel Agency field.
  7. Prepaid registration fee: Amount of any prepaid registration fees paid via a Local/State Voucher.
  8. Prepaid room deposit: Amount of any prepaid room deposit paid via a Local/State Voucher.
  9. Primary Travel Requisition: Include the primary requisition number on the secondary requisition. This information is necessary when preparing a "follow-up" requisition for the same trip to cross-reference a secondary requisition to the primary travel requisition.
  10. Country/City/State: Destination country, city and state for trip.
  11. Start/End Date: First and last date of the trip. If the dates will cover travel within Texas for the year, then the Health Science Center fiscal year should be used for non-expiring accounts (September 1 - August 31). If the account is a grant, then use the starting and ending time for that grant. Dates are limited to one year at a time. Authorizations that cover more than one absence from headquarters and cover a 12-month time period are called "blanket" authorizations; estimate for all potential travel costs. A "blanket" authorization cannot be used for UPT airfare or travel advances.
  12. Type: Indicate whether the portion of the trip is B for business or P for personal.
  13. Purpose/Benefit:
    1. List the specific name of meeting, conference, or other business.
    2. Describe the specific benefit to the department, the University, and/or grant. (Example: Obtained information that will aid the employee in the discharge of teaching, patient care, research, or administrative responsibilities.) A benefit to a grant must be specific to the research of that particular study.
    3. Acceptable reasons for travel are: to benefit the department and the Health Science Center, to benefit the purpose of a grant or contract, to present original research; and/or to recruit faculty or other employees.