Fillable Instructions: Travel Authorization Request Form - Group Travel (Alabama A&M University)

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Instructions: Travel Authorization Request Form - Group Travel (Alabama A&M University)

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The Instructions: Travel Authorization Request Form - Group Travel (Alabama A&M University) form is 5 pages long and contains:

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  • 71 other fields

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File type: PDF

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Field Description/Instructions
Name Enter the first and last name of the traveler.
ID# Enter the traveler's University assigned ID number. Must be 9 characters. (i.e. A00123456)
Title Enter the traveler's job title.
Department Enter the traveler's department.
Email Enter the traveler's email address.
Field Description/Instructions
Encumbrance No.
Enter the encumbrance number from Banner. Must be 8 characters. (i.e. E0012345)
You must complete this form first, enter the encumbrance in Banner, then add the
encumbrance number on this form.
FOAP No.
Enter the fund, org, account, and program codes used on the encumbrance. An
additional FOAP section is provided in case the encumbrance was allocated to two
FOAPs. Reference the Travel Account Code Cheat Sheet for assistance.
Contact Name for Questions
about this Encumbrance Enter a first and last name
Contact Email Enter the email address for the person listed in the last field.
Contact Phone Extension Enter a 4 digit phone on-campus phone extension.
Field Description/Instructions
Where are you traveling?
Enter the city and state of your destination. If traveling outside the country, indicate the
country name as well.
Why are you traveling?
Enter the purpose of your travel request. Include the name of the event, or, if an athletics
event, indicate the opposing team, sport, and game time.
Departure Date Enter the date your travels will begin. Use format MM/DD/YYYY.
Departure Time Enter the estimated time of day your travels will begin. AM or PM must be entered.
Return Date Enter the date your travels will end. Use format MM/DD/YYYY.
Return Time Enter the estimated time of day you will return from the trip. AM or PM must be entered.
Total Travel Days
This is a calculated field that will indicate how many days you are traveling. You cannot
enter text in this field.
No. of student travelers Enter the number of students traveling with you.
No. of non-student travelers Enter the number of non-students traveling with you. Include yourself in this number.
Total Travelers This is a read-only field that will calculate the total number of travelers.
Prepaid Registration?
Check YES if you need Accounts Payable to prepay your registration fees. Check NO if
this service is not requried.
Vendor ID
If you checked YES to the last question, enter the vendor ID (A number) of the vendor. If
the vendor is new, contact the Purchasing department to request a vendor ID.
Registration Fee Enter the amount of the registration fee.
Field Description/Instructions
Section Note
This section has pop-up boxes that will appear depending on your selection for your
mode of transportation.
How will you travel to your
destination?
Select your mode of transportation from the dropdown list of options. If airfare, train, or
rental vehicle are chosen, enter the amount in the Total Transportation field. If Personal
Vehicle is selected, enter the total miles roundtrip in the designated field. The current
state reimbursement rate will appear and the Total Transportation field will be
calculated and you will not be able to enter text in that field.
What are the total miles,
roundtrip?
If you selected Personal Vehicle as your mode of transportation, enter the total miles,
roundtrip.
State Reimb Rate This is a read-only field that will only appear if Personal Vehicle is selected.
Total Transportation
If you selected airfare, train, rental vehicle, BTS bus, or other, enter the amount in this
field. If personal vehicle is selected, the current state reimbursement rate will appear
and this field will be calculated for you.
Instructions: Travel Authorization Request Form - Group Travel
When a field is active on the form, it will be highlighted in yellow. The form begins on page 5.
Section I: Traveler Information
Section II: Encumbrance Information
Section III: Trip Information
Section IV: Transportation
Page 1 of 2
Instructions: Travel Authorization Request Form - Group Travel
When a field is active on the form, it will be highlighted in yellow. The form begins on page 5.
Field Description/Instructions
Section Note
This section is separated for in-state and out-of-state travel. The Meals & Incidentals
Calculation Sheet must be attached for meal expenses requested in this section. If
traveling out-of-state, you must click the GSA link provided and attach the Meals & IE
tabs for each travel location.
If NOT traveling overnight, how
long is your stay? Select the length of your stay from the dropdown box if you are not staying overnight.
Daily Student Meal Cost
Enter the cost of meals for one student, for one day. The total will be calculated for you
based on the number of students and the total travel days from section III.
Daily Non-student Meal Cost
Enter the cost of meals for one non-student traveler, for one day. The total will be
calculated for you based on the number of non-students and the total travel days from
section III.
Field Description/Instructions
Vendor Name Enter the name of the vendor that will be used for lodging.
Vendor ID
Enter the ID (A number) of the vendor that will be used for lodging. If the vendor is new,
contact the Purchasing department to request a vendor ID.
How many rooms? Enter the number of rooms that will be reserved.
How many nights?
This is a read-only field that will calculate the number of nights, based on the travel
dates entered in section III. If this field has a negative number, please enter travel dates
in section III.
Cost per night
Enter the estimated cost per room, per night, including taxes. If the rate changes based
on the day, enter and average amount or the highest rate.
Field Description/Instructions
Taxi/Shuttle/Subway Enter any estimated expenses related to taxi, shuttle, or subway usage.
Parking Enter any estimated parking expenses.
Baggage Fees Enter any estimated baggage fees.
Gas (rental/univ vehicle only)
Enter any etimated gas expenses. Gas may only be claimed as an expense if the mode
of transporation is rental or university vehicle.
Othe
r
Enter any other estimated expenses. Use this section to enter a description.
Amount Enter the amount for "other" expenses.
Expense Summary This section will calculate each expense item described.
Travel Advance Check this checkbox if you are requesting an advance for your travels.
Required Signatures
Traveler and Department Head are required on all requests. Other signature
requirements will vary based on department protocol.
Section V: Meals
Section VI: Lodging
Section VII: Miscellaneous Expenses
Other Sections
Page 2 of 2
GSAPerDiemLookupInstructions
1. Clickingthelinkwilltakeyouhere.
2. Selectyourdestinationstate.Enteradestinationcity.ClickNext.
3. ClickCalculatePerDiemAllowancesforaTrip.Enteryourtraveldates.ClickNext.
4. ThePerDiemtabwillappear.ClickPrintResults.Attachthispagetoyourtravelrequest.

5. ClicktheMeals&IEtab.UsingtheM&IEamountfromstep4,enterthebreakfast,lunch,dinner,andIErateson
yourtravelrequest.
Usethe“M&IE”ratetodeterminetheper
diemamountsforbreakfast,lunch,dinner,
andincidentals.
ALABAMA A&M UNIVERSITY
Comptroller's Office | Patton Building Room 105
SECTION I: TRAVELER INFORMATION
Name:
ID# A
Title:
Department: Email:
SECTION II: ENCUMBRANCE INFORMATION
Encumbrance No: FOAP No:
---
FOAP No:
---
Contact Name for Questions about this Encumbrance:
Contact Email: Contact Phone Extension:
SECTION III: TRIP INFORMATION
Where are you travelin
g
(
city, state, country
)
?
Why are you travelin
g
?
Departure Date (mm/dd/yyyy)
Departure Time AM or PM must
Total Travel Days:
Return Time be entered.
Return Date (mm/dd/yyyy)
No. of student travelers:
No. of non-student travelers: = Total Travelers:
Does this trip require prepaid re
g
istration? YES NO Vendor ID: Re
istration Fee:
SECTION IV: TRANSPORTATION
(Airfare-in-lieu of Mileage rule applies. See section III. F. ii. b. of the Travel Policy.)
How will you travel to your destination?
What are the total miles, roundtrip? Total Transportation:
SECTION V: MEALS (see page 2 for detailed instructions)
If NOT traveling overnight, how long is your stay?
Enter the meal costs per person.
Daily Student Meal Cost: x No. of student travelers x Total Travel Days = Total Meal Cost
Daily Non-student Meal Cost:
x No. of NON student travelers x Total Travel Days = Total Meal Cost
Vendor ID:
SECTION VI: LODGING
Hotel Name:
How many rooms?
x
How many ni
g
hts?
x
Cost per ni
g
ht
(
includin
g
taxes
)
:
SECTION VII: MISCELLANEOUS EXPENSES
Taxi/Shuttle/Subway: Parkin
g
:Ba
gg
a
g
e Fees:
Gas:
(rental/univ vehicle only)
Other
(
enter description
)
:Amount:
EXPENSE SUMMARY
Re
g
istration Fee
Transportation
Meals
Lodging
REQUIRED SIGNATURES
Miscellaneous
Traveler's Signature Date
Check here if an advance
Approved by - Department Head Si
g
nature Date
Approved by - Dean/Director Si
g
nature Date
is requested:
(Restrictions apply. Amount
requested may not be amount
disbursed. See Travel Policy for
details.)
Approved by - Other Si
g
nature Date
Fill in form electronically, print, obtain all required signatures, and submit hard copy to the Comptroller's Office (Accounts Payable). Electronic
submissions are accepted via Box or email (princess.ritchie@aamu.edu or accounts.payable@aamu.edu). Supporting documentation for each
amount in the Expense Summary section must be attached when submitted.
TOTAL
+
GROUP TRAVEL AUTHORIZATION REQUEST FORM
Last revised - 01/22/20
E
0
$ 0.00
Select Ride
Mileage Reimb Rate: _________
Select Travel Length
$ 0.00
$ 0.00
-1
Delete this text and enter description of other estimated expenses not listed
0.00
0.00
0.00
0.00
0.00
$ 0.00
CLEAR FORM
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Instructions: Travel Authorization Request Form - Group Travel (Alabama A&M University)

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Completed 22 July 2020

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