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

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

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

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  • 112 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)
FOAP No. Enter the fund, org, account, and program codes used on the encumbrance
.
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.
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 mileage reimbursement rate will appear and the Total Transportation field will be
calculated and you will not be able to enter text in that field. For Uber, Lyft, or Rideshare,
enter the estimated cost in the Total Transportation field.
What are the total miles,
roundtrip?
If you selected Personal Vehicle as your mode of transportation, enter the total miles,
roundtrip.
Mileage 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, Uber, Lyft, Rideshare, or other, enter
the amount in this field. If personal vehicle is selected, the current state mileage
reimbursement rate will appear and this field will be calculated for you.
Section IV: Transportation
Instructions: Travel Authorization Request Form - Individual 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
Page 1 of 2
Instructions: Travel Authorization Request Form - Individual 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 travel, out-of-state/dues-paying member travel, or
both (recruiting only). Only the fields applicable to your travel destination selection will
appear.
Select your travel destination
Click inside the radio button that applies to your travel needs. You would only select
Both if you are traveling both in and out of state for Admissions or Athletics recruiting.
Select length of trip
Choose your trip length from the dropdown box. You must hit the Tab key or click in
another field for the per diem rate to populate.
Daily Per Diem Rate
This is a read-only field that will indicate the amount of per diem allowed based on your
length of stay selection.
Click this link
Click the GSA Travel Site
link to be taken to the GSA site. You will need to search for your
travel destination, print the Per Diem tab, and submit it with your request. See GSA Per
Diem Lookup Instructions on next page for assistance.
Enter Meals & IE amounts below
In the out-of-state section, after retrieving the GSA rates, enter the amount for breakfast,
lunch, and dinner. The IE amount is already provided. In the fields below, the total per
diem for the first and last day of travel will be calculated. For the travel days in between,
the per diem is calculated and summed. Each Total Per Diem field on the right side of
the page will indicate the total amount of per diem allowed for the dates indicated on
the left.
First Day, Middle Day(s), Last Day
These field are read-only. They will populate the Departure Date and Return Date you
entered in Section III. The table to the right will calculate the per diem for the entire trip.
Section Note
This section is for use by Admissions and Athletics travelers who will be recruiting for the
University. This section accommodates the unique nature of travel for these offices in
regards to traveling to several locations in and out of state during one travel period.
In-State Meals/Incidentals Total
Type the total amount of expenses related to in-state meals and incidentals. You must
submit the Meals & Incidentals Calculation Sheet(s) to the request.
Out-of-State Meals/Incidentals
Total
Type the total amount of expenses related to out-of-state meals and incidentals. You
must submit the Meals & Incidentals Calculation Sheet(s) to the request. Click the GSA
link and print the Per Diem tab. See GSA Per Diem Lookup Instructions for assistance.
Field Description/Instructions
Hotel 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 nights? Enter the number of nights the traveler will be staying at the hotel.
Cost per night
Enter the estimated cost per room, per night, including taxes. If the rate changes based
on the day, enter the average rate 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.
Amoun
t
Enter the amount for "other" expenses.
Expense Summary This section will calculate each expense item described.
Travel Advanc
e
Check this box 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.
Other Sections
Section V: Meals
IN-STATE TRAVEL
OUT-OF-STATE TRAVEL
ADMISSIONS & ATHLETIC RECRUITING ONLY
Section VI: Lodging
Section VII: Miscellaneous Expenses
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:
---
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 Time
Return Time
AM or PM must
be entered.
Departure Date (mm/dd/yyyy)
Return Date (mm/dd/yyyy)
Does this trip require prepaid registration?
YES NO Vendor ID: Re
g
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:
Vendor ID:
SECTION VI: LODGING
Hotel Name:
How many nights?
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
REQUIRED SIGNATURES
Lod
g
in
g
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
INDIVIDUAL TRAVEL AUTHORIZATION REQUEST FORM
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 Travel Days:
TOTAL
SECTION V: MEALS
Select travel destination: In-state
Out-of-state or Dues Paying Member
Both
Last revised - 01/22/20
Reset Form
0.00
Select Ride
Mileage Reimb Rate:
Delete this text and enter description of other estimated expenses not listed
0.00
0.00
0.00
0.00
$ 0.00
E
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Instructions: Travel Authorization Request Form - Individual Travel (Alabama A&M University)

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Completed 22 July 2020

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