________________________________________________________________________________
Requested By:
Event Fees = $
_________
Employee Signature Date
Lodging = $
_________
Approved By:
Meals = $
_________
Department Head Date
Transportation = $
_________
Miscellaneous = $
_________
Borough Manager Date
Grand Total: $
_________
1. Travel Authorizations must be filled in to the best of your knowledge and approved prior to travel and prior to
committing funds.
2. Gather trip information and cost estimates before seeking approval signatures.
3. A regular employee must first obtain approval from the department head, and then the borough manager.
4. A department head or borough officer must obtain approval from the borough manager.
5. Individuals are required to make their own reservations. Individuals are responsible for cancelling reservations if the
trip itinerary changes or if unable to travel. Hotels and local airlines may charge a penalty if you do not cancel.
6. Major airline tickets: (these should be purchased at least 14 to 21 days in advance for best rate)
• Preference
: Purchase online with a borough credit card.
• Option 2: Purchase online with personal credit card, and seek reimbursement.
7. Local airline travel: (Use one of the following four options)
A: Purchase Alaska Seaplanes online with the borough's credit card, (see the Clerk's Office or Finance) or charge to the borough.
B: Self pay and seek reimbursement.
8. Ferry travel: (Use one of the following three options)
A: Preference - Purchase online at www.dot.state.ak.us/amhs with borough's credit card. (see the Clerk's Office or Finance)
B: Make reservations, self pay online, and seek reimbursement.
If you must get a rental car, be aware that a personal credit card will always be required by the car agency.
Self pay and seek reimbursement.
• Check for the best rates; ask for the "government/tax exempt" rate.
• Preference
: Ask the hotel if they will "direct bill the borough." A purchase order may be required.
• If the hotel will not direct bill the borough, ask the Finance Dept. for a check to take with you.
• If needed, secure the reservation with a personal credit card or the borough's card
(see the Clerk's Office or Finance)
• A Per Diem check for meals will be issued by the Finance Dept prior to travel provided the approved TA is
received by the Finance Department at least two weeks prior to departure.
• Issued Per Diem money on cancelled or shortened trips must be reimbursed to the borough.
• Meals included with conference/training fees should NOT be included in the Per Diem estimate
Note: Receptions and continental breakfasts do not impact per diem entitlement (you don't have to count them).
• Per Diem for meals is paid as follows: Breakfast - $10; Lunch - $14; Dinner - $26 To be eligible for per diem,
the employee must be in travel status during a meal allowance period for at least three consecutive hours.
Receipts for meals are not required.
Meal Meal Allowance Period
Breakfast 12:01 - 10:00 am
Dinner 3:00 pm - midnight
12. Taxi/Bus Fare/Rental Car Fuel:
• To be reimbursed for taxis, bus fares and fuel you must save and turn in your receipts.
Where there are different methods of transportation available and chosen by the employee or representative, with
related per diem expenses, the travel and per diem will be paid for at whichever method is the most cost effective
Instructions
HAINES BOROUGH TRAVEL AUTHORIZATION - Page Two
