Minnesota State Colleges & Universities
Out of State Travel/Special Expense Approval/Authorization**
Out of State/International Travel
Name(s) of Employee(s) Taking Trip:
Purpose of Travel or Event (attach copy of agenda, if applicable:)
Destination:
Mode of Travel:
Air
Private Automobile
Motor Pool Vehicle
Other
Was this trip pre-approved by the Unit’s Cabinet member and included in the unit’s master travel plan?
Yes
No
If not included on the unit’s master travel plan, the Cabinet member’s signature indicates approval.
Cabinet member
Date
Special Expense
Name(s) of Employees Requesting Approval:
If special expense request is for food and/or refreshments at a meeting, attach list of attendees/invitees and
tentative agenda.
Approval is requested for the following (“x” all that apply):
Meal which exceeds maximum allowed per bargaining agreement
Meal for individual within work area attending meeting or conference
Meal and/or refreshments (coffee, tea, or soft drinks) for group at meeting or conference
Conference and registration fee in excess of $1,000
Name of event and sponsor of event (attach copy of agenda or state purpose for meeting):
Location of event:
Date/s & Time/s:
Lodging within work area
International travel
Other special expense (specify description, quantity, unit cost, total)
Itemized Estimate of Costs
AIRFARE
$
x
=
$
Round trip per person
Number of people
LODGING
$
x
x
=
$
Per night per person
# of nights
# of people
MEALS
$
x
x
=
$
Per day per person
# of days
# of people
REGISTRATION
$
x
=
$
FEE
Per person
Number of people
MEETING MEAL
$
x
=
$
EXPENSE
Per person
Number of people
OTHER (specify)
$
=
$
TOTAL ESTIMATED COST
=
$
Justification: Explain in detail why trip/special expense is in best interest of MnSCU.
Requestor/Traveler Signature
Print Name
Date
Phone
Cabinet Member or Delegated Authority
Print Name
Date
Phone
SPECIAL EXPENSE APPROVAL by
Print Name
Date Phone
Business Office (if required)
Office of the Chancellor Signature (required for international travel)
Date
**If submitting a purchase requisition, attach signed original to purchase requisition and submit to Business Office.
**If expenses will be submitted for reimbursement, submit signed original to Business Office prior to incurring expenses.
SOF018 (Revised July/2010)
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