Travel Authorization

Form Instructions

    To start a new form: In order to get a new Travel Authorization number, close the completed form and open another form from the eForms page.

    Several of the fields on this form are self explanatory, those needing explanation are explained below:

    Designated Lodging: Indicate if designated lodging will be used. Attach a copy of the page from the conference brochure indicating the conference designated lodging.

    Encumbrances: Provide the six digit FRS subsidiary ledger account number(s) to which funds will be encumbered.

    Travel Advance:Travel advances will be posted to a departmental General Ledger (GL) account (accounts starting with 0). When the trip is complete, expenses will be posted to Subsidiary Ledger account(s). General Ledger accounts should be reviewed and monitored monthly for travel advance due dates. For additional information on General Ledgers, refer to the General Ledger Tutorial.

    NOTE: When requesting a Travel Advance, an approved Travel Authorization Form should be in the Travel Office at least five WORKING DAYS prior to the date an advance is requested. For alternatives to requesting an advance, refer to "Funding the Trip".

Return to top

Approvals

    The Travel Authorization Form must be approved by the department head or the principal investigator (sponsored project accounts). If the department head, director, or the PI will be traveling, their supervisor or individual authorized to approve on behalf of the supervisor must sign. Vice Presidents and deans may approve on their own behalf. Departmental authorization indicates that travel has been authorized, adequate funding is available and exceptions to travel policy have been approved.

    Fund accountant approval is required on Travel Authorization Forms when estimated ordinary travel expenses exceed $1,000 and for ALL foreign travel, excluding Mexico and Canada, on State accounts, regardless of amount.

Return to top

Routing

    Retain a copy for your records. You will need the TA number when completing the Travel Expense Report.

    Route the original as follows:

      Fund Accountant - When estimated ordinary travel expenses exceed $1,000 and for ALL foreign travel, excluding Mexico and Canada, on State accounts, regardless of amount. The fund accountant will forward to Travel after review.

      Travel - When requesting an advance, a team or ASUA/SUAB organization will be traveling or if you want an encumbrance reflected in the account. Otherwise, the Travel Authorization Form may be filed in the department.

    Return to top