Accounts Payable/Travel 
 

REQUEST & AUTHORIZATION OF OUT-OF-STATE TRAVEL
Keyed Instructions

The Request and Authorization for Out-of-State Travel form is filed with the Accounts Payable Office at least five (5) days prior to the trip. This form is not to be used for out-of-country trips - use special form. When four or more employees travel to the same meeting, see no. 14 below.

Instructions for completion are as follows:

1) Fiscal year travel to be incurred.

2) Authorization No.: Prenumbered. Yellow copy will be returned to the department.

3) Date form is prepared.

4) Employee's department.

5) Name of employee traveling.

6) Employee's title.

7) Enter departmental account number to be charged.

8) Amount needed by employee for travel. Include airline costs even if ticket is charged at the University travel agency. Also see no. 15 below.

9) Total of column.

10) From: Wherever employee is originating the trip - work station or home.

11) To: City and state of destination.

12) Beginning and ending dates of trip.

13) State reason for trip. Do not abbreviate organization names.

14) If four or more employees are going to the same event, explain the necessity for the number.

15) Registration fee: If a purchase requisition was submitted for a pre-registration fee, mark "yes" and do not include this amount in No. 8 above. If employee will be paying own registration, mark "no," but DO include amount in no. 8 above.

16) If yes in no. 15, enter Purchase Order no. or Request for Check no. used when state check was requested.

17) Method of Conveyance: Indicate method which employee will utilize. If employee must use a rental car at destination, permission is to be granted prior to the travel by the department head. Use "other" line for this purpose.

18), 19) & 20) Leave blank.

21) Department Head Signature: Employee's immediate department head.

22) Major department head's signature, if needed.