Travel Authorization

Form Instructions

    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. http://policy.fso.arizona.edu/fsm/1400/1414

    Encumbrances: Complete a Pre-Encumbrance E-Doc for encumbering funds required for travel purposes or for travel advances. Include a Reversal Date and the system will perform an automatic Dis-Encumber of funds based on the date set. On the Pre-Encumbrance E-Doc, reference the original Travel Advance Number (T number) in the Org. Doc # field.

    Travel advances will be posted to a departmental account. Complete the Disbursement Voucher E-Doc to initiate disbursement of travel advance amount. Attach completed Travel Authorization Form. DV routes to Department authorized approvers. The final route for approval is to FSO-Operations.

    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".

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Approvals

    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.  The Travel office will ad hoc route Foreign Travel to the appropriate fund accountant for approval. 

    Travel Advances are approved through UAccess Financials. Additional notifications outside the normal route log can be sent through the Ad Hoc Recipients tab on the Disbursement Voucher (DV)

     

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Routing

    Advance Required:

    Once the Disbursement Voucher (DV) has been submitted via UAccess Financials you will need to print the DV Cover Sheet and attach the Travel Authorization Form along with any supporting documentation.  The Travel Authorization will be scanned and ‘linked’ to the E-Doc to meet University Record retention requirements.

    No Travel Advance Required:

    Travel Authorizations Forms that do not require a Travel Advance should be forwarded to FSO-Operations, Travel Office, PO BOX 210158, USB 402.  The Travel Authorization will be scanned and available via Information Services Web (ISW).

    Please forward completed form to: FSO-Operations, Travel Office, PO BOX 210158, USB 402