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Authorization For Travel (Valencia College)

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VALENCIA COLLEGE
AUTHORIZATION FOR TRAVEL OR ABSENCE FROM CAMPUS
INSTRUCTIONS: Please complete this form PRIOR to travel and BEFORE any funds are spent. All reimbursements will be made upon submission of the
Per Diem Form following the trip with all receipts attached. Complete this form in its entirety. If you are requesting an advance, please enter the amount in the
ADVANCE REQUESTED section. If using SPD or grant funds please submit to corresponding departments, they will forward to Accounts Payable at DO-330.
TRAVELER & TRIP INFORMATION
A. Traveler’s Name (type) ___________________________________________ Traveler’s VID# _V0_______________ MC _________
B. Destination City & State ____________________________________________________________________________________
C. Departure Date _____________ Departure Time ____________ / Return Date ____________ Return Time ______________
D. Date Conference/ Convention Begins ___________ Ends __________ / Time Begins __________ Time Ends _____________
E. Brief Description & Reason for Trip ___________________________________________________________________________
F. If the Travel is to be reimbursed from sources other than Valencia Funds, indicate source (ex. Grant, Conference, Personal):
________________________________________________________________________________________________________
ESTIMATED FUNDS REQUESTED
***Complete either the Per Diem (or) the Single Room Rate & Meals. Meals are based on your departure and arrival time.
A. PER DIEM: ___________ Days @ $80.00 per day (Completed in lieu of Actual Costs of Lodging & Meals) $______________
OR
SINGLE ROOM RATE & MEALS:
☐ Traveler to Pay (Reimbursable) ☐ Check Request to Vendor (Attach) ☐ P-Card, Name on P-Card_____________
NIGHTS: ___________ Nights @ $__________ $______________
MEALS: Breakfast ($6) ___________ Lunch ($11) ___________ Dinner ($19) ___________ $______________
B. TRANSPORTATION:
☐ Traveler to Pay (Reimbursable) ☐ Check Request to Vendor (Attach) ☐ P-Card, Name on P-Card_____________
☐ Airplane ☐ Bus/Van ☐ Car, Estimated Miles (D.O.T.) ___________ @ $.445 per mile $______________
If driving, driver’s name & passengers: _____________________________________________________
Valencia College’s Policy # 6H28:5-08 states that the preferred car rental vendors are Enterprise Rent-A-Car,
Contract # XZ072B3 and National Car Rental, Contract #XZ072B3. The College recommends you use one of
these preferred vendors for your car rental needs. For detailed information on the contracts, visit
atlas.valenciacollege.edu/ and select the Finance Tab. For more information on travel procedures visit
the Accounts Payable website valenciacollege.edu/accountspayable/travel.cfm
C. REGISTRATION: $______________
☐ Traveler to Pay (Reimbursable) ☐ Check Request (Attach) ☐ P-Card, Name on P-Card_____________ ☐ SPD Funds
D. MISCELLANEOUS EXPENSES:
☐ Traveler to Pay (Reimbursable) ☐ Check Request to Vendor (Attach) ☐ P-Card, Name on P-Card_____________
List all other expenses (ex. car rental, taxi, etc. Receipts required for items over $5.00):
____________________________________________________________________________________ $______________
E. SUBTRACT: Meals included in registration fees:
Full Breakfast ($6) ___________ Lunch ($11) ___________ Dinner ($19) ___________ ($_____________)
TOTAL ESTIMATED COSTS* $_____________
FORM COMPLETED BY (TYPE NAME): _______________________________ ADVANCE REQUESTED: $______________
CHARGE TO:
Line 1: Index _________ Acct _________ Amount $_________ Bud. Mgr. Sign _________________ Print Name _________________
Line 2: Index _________ Acct _________ Amount $_________ Bud. Mgr. Sign _________________ Print Name _________________
Line 3: Index _________ Acct _________ Amount $_________ Bud. Mgr. Sign _________________ Print Name _________________
Traveler’s signature indicates that he/she is aware of the travel policies of Valencia College and understands that this authorization is granted
subject to conformity with said policies. To the best of traveler’s knowledge, costs reflect the most economical and efficient means of travel.
________________________________________ ________________________________________ __________________
Signature of Traveler** Traveler Printed Name Date
________________________________________ ________________________________________ __________________
Approved by Supervisor Supervisor Printed Name Date
________________________________________ ________________________________________ __________________
Other Designee Signature (IF APPLICABLE) Other Designee Printed Name (IF APPLICABLE) Date
FA-33
Rev. 02-2013
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Authorization for Travel Instructions Page | 1
QUICK CHECKLIST (FORM FA-33)
☐ Complete this digital form completely and correctly (do not handwrite)
☐ Clearly indicate if an advance is requested (Advance may not include lodging or airfare)
☐ Include all Index and Account Numbers with corresponding amounts
☐ Attach any check requests for checks needed to pay vendors
☐ Attach ALL SUPPORT DOCUMENTS including but not limited to (if you receive written permission from your
supervisor to attend event/conference, you may begin using P-Card for reservations, ex. email):
☐ Hotel confirmation
☐ Airline itinerary & receipt
☐ Conference or Event registration
☐ Agenda/itinerary for Conference or Event
☐ Any & all receipts relevant to travel
☐ Total mileage and route details if Out-of-District
☐ MapQuest printouts (Actual map not needed ONLY ROUTES are necessary, maps are not needed for campus
to campus travel)
PLEASE NOTE: The College will only reimburse the most economical means of travel.
PLEASE NOTE: If a registration fee is paid, In-District mileage can also be included on this form (be sure to
deduct your normal commute).
☐ Obtain ALL required signatures:
☐ Traveler, Sign, Print, Date
☐ Direct Supervisor, Sign, Print, Date
☐ Other Designee (IF APPLICABLE), Sign, Print, Date on all Index and Account Lines
☐ Budget Manager, Sign, Print, Date on all Index and Account Lines
PLEASE NOTE: Keep all forms together when obtaining signatures
☐ Submit this form to Accounts Payable at DO-330 for processing at least 5 days PRIOR to travel, or 2 weeks PRIOR
to travel if a cash advance is requested
AUTHORIZATION FOR TRAVEL (FORM FA-33) INSTRUCTIONS
☐ STEP 1: COMPLETE TRAVELER & TRIP INFORMATION:
☐ Traveler’s name
☐ If employee is traveling with students, include a list of students
☐ Traveler’s VID# & Mail Code
☐ Destination City & State
☐ Departure & Return Date
PLEASE NOTE: If you are flying, you are allowed a 2 hour grace period before your flight time and a 1 hour grace
period after your arrival time. (This will affect your meals)
☐ Departure & Return Time
☐ Date Conference/Convention Begins & Ends
☐ Time Conference/Convention Begins & Ends
☐ Brief Description & Reason for Trip
☐ If expenses are to be paid by a source other than Valencia, indicate source. Some examples are:
o Grant funding
o Conference paying for travel or lodging
o Your personal funds
☐ STEP 2: COMPLETE THE PER DIEM SECTION OR SINGLE ROOM RATE & MEALS SECTION:
☐ Complete the Per Diem Section OR the Single Room Rate & Meals Section for lodging expenses
☐ If completing the Per Diem Section, list the number of days that you are requesting reimbursement. You will
receive a flat rate of $80.00 in reimbursement in lieu of ACTUAL cost of lodging and meals. This section is only
completed if your lodging and meals are less than $80.00 per day.
☐ If completing the Single Room Rate & Meals Section:
Authorization for Travel Instructions Page | 2
☐ Indicate the payment method, either:
o Traveler to Pay: You are using personal funds to cover the cost, you will provide an itemized
receipt for all expenses, and you will be reimbursed after the trip is complete
o P-Card: You are using your P-Card for the purchase, you will provide a P-Card transaction ID#
on your Per Diem, and you will provide an itemized receipt
o Check Request: You are requesting a physical check to pay for the hotel fees, the check will be
issued to the hotel (not the traveler), and a completed check request form must be attached
listing the hotel name and hotel VID#
☐ If paying with a check, determine if the hotel has been set up as a vendor by searching for the hotel
name and location in the Banner FOAIDEN form.
☐ If hotel vendor is in Banner, submit Check Request Form (found under Valencia Forms under the
Employee tab in Atlas) and hotel confirmation.
☐ If the hotel vendor is not in Banner, complete a Vendor Profile and request a signed W-9 from the
vendor. The Vendor Profile can be found at
valenciacollege.edu/procurement/documents/SubstituteW9.pdf and should be completed and submitted
to Procurement. Once the vendor has been set up, submit a Check Request Form found in Atlas under
the Employees tab in the Valencia Forms link.
☐ Indicate the number of nights & the per night room rate
☐ Calculate the number of meals if applicable.
You are only able to claim meals if you are attending an overnight conference. Meals are based on
your departure and arrival times:
o Breakfast allowed: If depart before 6 a.m.
If return after 8 a.m.
o Lunch allowed: If depart before 12 noon
If return after 2 p.m.
o Dinner allowed: If depart before 6 p.m.
If return after 8 p.m.
☐ STEP 3: ESTIMATE TRANSPORTATION COSTS:
☐ Indicate the payment method, either:
o Traveler to Pay: You are using personal funds to cover the cost, you will provide an itemized
receipt for all expenses, and you will be reimbursed after the trip is complete
o P-Card: You are using your P-Card for the purchase, you will provide a P-Card transaction ID#
on your Per Diem, and you will provide an itemized receipt
o Check Request: You are requesting a physical check to pay for the transportation fees, the check
will be issued to the vendor (not the traveler), and a completed check request form must be
attached listing the vendor name and vendor VID#
☐ Indicate type of travel, either airplane, bus/van, or personal vehicle
☐ If driving private vehicle, this means that you are driving your personal vehicle. Please specify the estimated
miles you expect to drive, attach estimated routes with mileage, and list the driver’s name and passenger names.
D.O.T. is for the Department of Transportation, www2.dot.state.fl.us/CityToCityMileage and you can use their
estimated mileage without having to provide routes as support documents.
PLEASE NOTE: You can claim mileage to and from the airport.
PLEASE NOTE: If registration fee is paid, you can include in-district mileage on this form with support documents
☐ Rental car must be approved in advance by budget manager and included in the miscellaneous section.
☐ STEP 4: ESTIMATE REGISTRATION COSTS:
PLEASE NOTE: If you are attending a Valencia sponsored conference or event and NOT using SPD funds,
an internal budget transfer will need to be done by Chris Kretchik to pay for your registration fees. Please
contact Chris Kretchik at ext. 3304 for assistance with this.
☐ Indicate the payment method, either:
o Traveler to Pay: You are using personal funds to cover the cost, you will provide an itemized
receipt for all expenses, and you will be reimbursed after the trip is complete
o P-Card: You are using your P-Card for the purchase, you will provide a P-Card transaction ID#
on your Per Diem, and you will provide an itemized receipt
o Check Request: You are requesting a physical check to pay for the registration fees, the check
will be issued to the vendor. A completed check request form must be attached listing the vendor
Authorization for Travel Instructions Page | 3
name and vendor VID#. If the traveler pays for the registration fees in advance using personal
funds, a check request can be submitted with a payment receipt to reimburse the traveler for
registration expenses.
o SPD Funds: If SPD funds are being used, indicate the amount in the charge to section and send
to Annelle Rosemayer at mail code 3-36. Approval is needed by the SPD Department and they
may require additional paperwork.
☐ If paying with a check, determine if payee has been set up as a vendor by searching for the name in the
Banner FOAIDEN form. If payee is not in Banner, complete a Vendor Profile and request a signed W-9 from the
vendor. The Vendor Profile can be found at valenciacollege.edu/procurement/documents/SubstituteW9.pdf and
should be completed and submitted to Procurement. Once the vendor has been set up in Banner, submit a
Check Request form found in Atlas under the Employees tab in the Valencia Forms link.
☐ STEP 5: ESTIMATE MISCELLANEOUS COSTS:
☐ Include car rental costs in this section AND Indicate payment method (if applicable)
☐ List any other anticipated expenses, such as taxi or shuttle fare, parking, etc.
☐ STEP 6: INDICATE ANY MEALS PROVIDED BY THE REGISTRATION FEE TO BE SUBTRACTED
☐ STEP 7: INCLUDE ADVANCE REQUESTED AMOUNT (IF APPLICABLE) (Advance may not include lodging or
airfare)
☐ STEP 8: INCLUDE INDEX AND ACCOUNT INFORMATION WITH AMOUNTS
☐ If charging more than one Index or Account, indicate the dollar amount by each index and account. (Total
dollar amount for each index/account must equal the “Total Estimated Costs” listed on the form).
☐ STEP 9: ATTACH SUPPORT DOCUMENTS INCLUDING BUT NOT LIMITED TO (if you receive written permission
from your supervisor to attend event/conference, you may begin using P-Card for reservations, ex. email)::
☐ Hotel confirmation
☐ Airline itinerary & receipt
☐ Conference or Event registration
☐ Agenda/itinerary for Conference or Event
☐ Any & all receipts relevant to travel
☐ Total mileage and route details if Out-of-District
☐ MapQuest printouts (Actual map not needed ONLY ROUTES are necessary)
PLEASE NOTE: The College will only reimburse the most economical means of travel.
PLEASE NOTE: If a registration fee is paid, In-District mileage can also be included on this form.
☐ STEP 10: TRAVELER SIGN, PRINT, AND DATE FORM
☐ STEP 11: DIRECT SUPERVISOR SIGN, PRINT, AND DATE FORM
☐ Obtain signature from traveler’s supervisor indicating authorization to travel and/or conduct College business
out of district (Approved by Supervisor line).
☐ STEP 12: BUDGET MANAGER SIGN, PRINT, AND DATE FORM & ANY OTHER AUTHORIZED SIGNATURES
☐ Obtain signature(s) from the budget manager(s) of index (es) to which travel expenses will be charged.
☐ REMINDER: If using SPD funds, send form to Annelle Rosemayer mail code 3-36.
☐ Obtain signature from other designees if applicable.
☐ STEP 13: SEND COMPLETED FORM AND ALL SUPPORT DOCUMENTS TO ACCOUNTS PAYABLE MAIL
CODE, DO-330
DO-21
DO-21
Authorization for Travel Instructions Page | 4
AUTHORIZATION FOR TRAVEL OR ABSENCE FROM CAMPUS
GUIDELINES (FORM FA-33)
PURPOSE
This form is submitted to request prior approval:
To conduct official College business outside of Orange and Osceola counties
To use College funds to pay for out-of-district travel expense
To ensure that the department budget has the funds available to cover the estimated travel costs
To travel in order to attend a convention or conference, to represent the College at a business or professional
meeting, to transact official business of the College, or to carry out professional responsibilities outside
employee’s normal job duties (“in-district”)
PERSONS AUTHORIZED
Personnel entitled to out-of-district (outside of Orange and Osceola counties) travel reimbursement or In-district
registration fees include:
Employee (full or part-time) of Valencia College
Student of Valencia College
Consultants or advisors to Valencia College
Members of Valencia’s District Board of Trustees
Others as authorized by the District Board of Trustees, the President, or a Designee
WHEN SHOULD YOU SUBMIT THIS FORM
Submit completed form, with all required signatures:
o Direct Supervisor
o Budget Manager
o Traveler
o Other designee (IF APPLICABLE)
To the Accounts Payable Department (DO-330) at least five (5) WORKING DAYS prior to anticipated
departure date if not requesting an advance travel check. If using SPD or grant funds, please submit this form
at least (10) WORKING DAYS prior to anticipated departure date.
TRAVEL ADVANCES
Submit completed form requesting travel advance, with all required signatures, to the Accounts Payable
department (DO-330) at least ten (10) WORKING DAYS prior to the date of travel. If you are requesting
an advance and using SPD or grant funds, please submit this form to the appropriate department at least
(15) WORKING DAYS prior to anticipated departure date.
Travel advance funds requested to cover anticipated costs of travel should be the minimum amount necessary to
cover travel costs that cannot be made with another payment method (i.e. procurement card or check), and
CANNOT INCLUDE LODGING OR AIRFARE.
An employee who requested a travel advance must return a completed Per Diem and Other than Local
Mileage Voucher with all related receipts supporting the advance to Accounts Payable (DO-330) WITHIN
THIRTY (30) DAYS AFTER THE TRIP.
o Any employee who does not submit their Per Diem and Other than Local Mileage Voucher with
supporting documents within 30 days after returning from the trip forfeits the right to receive any future
advances for one year from the date of official notification by the Vice President of Operations and
Finance or designee.
STUDENT TRAVEL
For student travel requirements, please refer to the Student Club and Organization Manual at
valenciacollege.edu/studentdev/clubs/
Authorization for Travel Instructions Page | 5
OTHER RESOURCES
For additional information, please refer to:
Valencia Travel Policy 6Hx28: 5-08 Travel by Authorized Personnel at
valenciacollege.edu/generalcounsel/policy/default.cfm?policyID=127&volumeID_1=5&navst=0
Accounts Payable website at valenciacollege.edu/accountspayable/
Please present the Valencia Certificate of Exemption to claim tax exemption. Sales tax is not reimbursed
valenciacollege.edu/accountspayable/documents/TaxExemptionForm.pdf
IMPORTANT NOTES
Travel must be via the most efficient and economical means.
Travel reimbursement is not permitted for Florida state sales tax, valet service, special entertainment, tips and
gratuities, personal telephone calls, or any item of a personal nature.
Approved by the College Operations Council on April 11, 2012, the following expenses are items that are
considered to be of a personal nature, and will not be reimbursed:
o Early Check-in Fees
o Business or first-class upgrades
o Aisle, window seat, or additional legroom fee
o Travel Insurance for domestic and Canadian travel
o Any type of personal preference that is not a required fee
o A seating fee will be considered required if at the time the flight is booked, preferred seating is the only
available option which should be documented by attaching a seat assignment to the payment method
If travel expenses are NOT being funded by the College (personal funds/outside funds) and you are requesting no
reimbursements, keep the Authorization for travel within the Department.
PLEASE NOTE: To protect your P-Card and prevent any fraudulent charges, please ONLY submit
documentation to Accounts Payable with the last four digits of your P-Card. DO NOT list your entire P-Card
number or any security information.
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Completed 19 July 2020

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