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.
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
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
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.
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.
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.
Hotel Name Enter the name of the vendor that will be used for lodging.
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.
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.
Enter any other estimated expenses. Use this section to enter a description.
Enter the amount for "other" expenses.
Expense Summary This section will calculate each expense item described.
Check this box if you are requesting an advance for your travels.
Traveler and Department Head are required on all requests. Other signature
requirements will vary based on department protocol.
Section V: Meals
ADMISSIONS & ATHLETIC RECRUITING ONLY
Section VI: Lodging
Section VII: Miscellaneous Expenses
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