Revised3/26/18
TRAVEL AUTHORIZATION
Complete each time you will be traveling for College business outside of the District or the 7-county Indiana service area.
INSTRUCTIONS
Please read Board Policy 6020 “Reimbursement for Travel and Food/Beverage Expenses” carefully prior to
completing the Travel Authorization Form and prior to incurring any travel expenses.
Please complete the travel authorization form with as much information as possible and attach supporting
documents which support the estimated expenses (e.g. conference brochure or agenda, hotel rates, airfare
rates, mileage calculations, etc.).
Please include any information in the Notes or attach any information that will be helpful to those approving
the request.
If a pre-travel cash advancement is needed, a Request for Payment form must be received by the Business
Office 7 days prior to travel (when possible). Within 10 days upon return to campus, a second Request for
Payment form must be submitted WITH RECEIPTS ATTACHED. Any unused cash should be immediately
turned in to the Cashier. The employee will receive a receipt to include with the Request for Payment
Form. The approved travel authorization should also be included.
Once approved, lodging, registration, airfare, etc. should be arranged in advance wherever possible through
standard purchasing procedures. This will decrease the amount of personal funds the employee would
need to expend during travel.
To obtain reimbursement for expenses incurred personally on behalf of the College while traveling, within 10
days upon your return to campus, a Request for Payment form must be completed WITH RECEIPTS
ATTACHED.
A copy of the approved authorization must be attached to any Request for Payment form or Purchase
Requisition submitted for travel expenses related to College business.
A copy of the approved travel authorization must be retained by the Department.
Revised3/26/18
TRAVEL AUTHORIZATION
Complete each time you will be traveling for College business outside of the District or the 7-county Indiana service area.
Name _____________________________________________ Department _____________________________________
DESCRIPTION OF TRAVEL
I request permission for the following College travel:
To: _________________________________________________________________________________________________
For: ________________________________________________________________________________________________
Date(s) of meeting/conference: ______________________________________________
Date(s) of travel: _________________________________________________________
Number of lodging nights: __________________________________________________
PURPOSE OF TRAVEL
This is College business travel.
This is a professional development/training activity.
I am delivering a state/national presentation. Title of presentation: __________________________________________
EXPENSES
Funding source: __________________________________________________________
Method of travel: _________________________________________________________
Total estimated cost of travel and attendance: Registration $ ____________________
Meals $ ____________________
Lodging $ ____________________
Travel $ ____________________
Other $ ____________________
TOTAL $ ____________________
*Examples of supporting documentation include meeting notification, conference brochure, agenda, hotel rate, airfare rate, mileage calculations, etc.
NOTES: ___________________________________________________________________________________________
___________________________________________________________________________________________________
___________________________________________________________________________________________________
Employee __________________________________________________ Date _________________________________
By signing this Travel Authorization I agree that I have read and understand Board Policy 6020 “Reimbursement for Travel and Food/Beverage Expenses”.
APPROVAL
Supervisor 1 _______________________________________________ Date _________________________________
Supervisor 2 _______________________________________________ Date _________________________________
Chief Financial Officer ________________________________________ Date _________________________________
*Attach supporting
documentation (see below)
*Attach supporting
documentation (see below)
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