Fillable SUNY COLLEGE OF ENVIRONMENTAL SCIENCE AND FORESTRY TRAVEL (State University of New York College of Environmental Science and Forestry)

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SUNY COLLEGE OF ENVIRONMENTAL SCIENCE AND FORESTRY TRAVEL (State University of New York College of Environmental Science and Forestry)

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SUNY COLLEGE OF ENVIRONMENTAL SCIENCE AND FORESTRY
TRAVEL AUTHORIZATION
DATE: NAME (Print): _________________________________________________________________ _______________________________
Request authorization to travel on official business on behalf of the College of Environmental Science and Forestry
To: From: ________________________________________________ ________________________________________________________________
City, State, or Country of Travel-if International City, State or Country of Travel-if International
To: _From: _______________________________________________ ________________________________________________________________
Travel Start Date Travel Return Date
Oversized Vehicle College Car __Rental Car __Personal Car* ___Method of Travel: ___ __________ ____
Bus Estimated mileage: Train Plane _ __ _______ _______ ___ ___________________________
*Any travel over 100 miles using a personal vehicle must include the trip calculator found here:
(without proper justification, reimbursement will be made using the most cost efficient method).
Purpose of Travel (please be specific and do not use initials for organizations):
Other Estimated expenses: Transportation ________________________ ___________________________
(airfare, train, mileage, car rental) (tolls, parking, taxi, subway, bus, etc)
No Cost (if not prepaid) _Yes Registration fee: Prepaid ______ _______ __________________
Meals (per diem Total Estimated Expenses: Lodging* ) _________________ ________________________ _____________________________
*If lodging exceeds per diem allowed per GSA attach the Over the Max form or provide justification here:
___ ________________________________________________ ______________________________________________________ ______________________________________________________
* NYS Account Number *Research Foundation Account Number *Other source of funding
*Note: Approval from Account Signatory for state accounts or Project Director for RF accounts is required. If the Unit Head
does not have approval on the account, additional approval is required.
SIGNATURES REQUIRED:
Traveler: ____________________________________________________________________________________ ____________________________________
Traveler (print name) Signature of Traveler DATE
Approved: ____________________________________________________________________________________ ____________________________________
Unit Head (print name) Signature of Unit Head DATE
Approved: ____________________________________________________________________ ___________________________________________________________________
Print Name of Account Signatory for State Approval or Signature & date of Account Signatory for State Approval or
Project Director for RF, if different from Unit Head Project Director for RF, if different from Unit Head
The Office of Business Affairs • 102 Bray Hall • 1 Forestry Drive • Syracuse, NY 13210
315-470-4827 (Phone) • 315-470-4887 (Fax) • travel@esf.edu
SUNY COLLEGE OF ENVIRONMENTAL SCIENCE AND FORESTRY
TRAVEL AUTHORIZATION
Travel Authorization Form:
An approved travel authorization form must be on file in the ESF Business Office before funds can be committed
for transportation arrangements or released for reimbursements. Authorizations must be signed by the
traveler’s Faculty Chair, Administrative Unit Head or Project Director, and Account Signatory (when applicable),
and submitted prior to travel. A travel authorization is required even when the travel is being paid by a third
party and/or no reimbursement is being requested by the traveler.
Why do I need a Travel Authorization?
A travel authorization is needed for several reasons:
OSC travel rules require prior approval for all trips.
A travel authorization is proof that you were on SUNY related business.
Do I need a Travel Authorization for every individual trip I take?
Yes and No, it all depends on the traveler:
Yes, you need a travel authorization for any travel that takes you 35 miles or more away from your
official work station and place of residence. View determine travel status.
No, if you are a frequent traveler to one location or area you may put more than one trip on a single
“blanket” travel authorization. A blanket travel authorization may be issued at the discretion of the
respective Faculty Chair, Administrative Unit Head or the Project Director to avoid unnecessary delay
where frequent or routine travel is undertaken by an employee. The scope and duration of the blanket
authorization is determined by the authorizing individual.
Why are Account Numbers needed on the Travel Authorization?
Without account numbers, we do not know which account to charge.
It is also VERY important for “Other Funding Sources” to be listed on the travel authorization. The travel
authorization is a snap-shot for your entire trip, it saves a great deal of confusion between the two agencies
funding your trip if the information on who is paying for what is listed all in one place - on the travel
authorization!
Revised 2.7.19
The Office of Business Affairs • 102 Bray Hall • 1 Forestry Drive • Syracuse, NY 13210
315-470-4827 (Phone) • 315-470-4887 (Fax) • travel@esf.edu
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Completed 24 July 2020

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