Request for Guest Travel
Step 1: W-9 Form
• The guest must fill out the attached W-9 form and return it to the music office. (email: bhilliard@atu.edu or fax: 479-968-0467)
• The W9 must be filed and processed before a requisition can be processed.
• Allow 6 days for guest to return form.
Step 2: New Vendor Form
• The Music Secretary fills this out and submits for processing.
• Please allow 2 working days (in addition to step 1).
Step 3: Guest Information
• If the guest is driving, an “Authorization to Operate a Vehicle” form must be filled out and returned to the Music Office.
• The guest’s license plate number and issuing state are required.
• If you are transporting the guest, then please fill out a travel request for yourself.
Once steps 1-3 have been completed, submit the following form to the music office.
• Guest must pay up front for travel; once receipts are submitted, they can be reimbursed.
• If you are using Foundation Funds, a check can be ready prior to the travel only if all forms and requisitions
have been filled out and cleared by the foundation. Note: This process can take an additional week.
• This entire process can take up to 4 weeks; early process is essential.
Requisition must be completed and approved by Department Head before travel.
For Dept. Head Use Only
Rationale of Event/Guest:
Yes No
Room receipts are required for reimbursement.
Are we covering guest meals?
Yes No
