Field Description/Instructions
Name Enter the first and last name of the traveler.
ID# Enter the traveler's University assigned ID number. Must be 9 characters. (i.e. A00123456)
Title Enter the traveler's job title.
Department Enter the traveler's department.
Email Enter the traveler's email address.
Field Description/Instructions
Encumbrance No.
Enter the encumbrance number from Banner. Must be 8 characters. (i.e. E0012345)
You must complete this form first, enter the encumbrance in Banner, then add the
encumbrance number on this form.
FOAP No.
Enter the fund, org, account, and program codes used on the encumbrance. An
additional FOAP section is provided in case the encumbrance was allocated to two
FOAPs. Reference the Travel Account Code Cheat Sheet for assistance.
Contact Name for Questions
about this Encumbrance Enter a first and last name
Contact Email Enter the email address for the person listed in the last field.
Contact Phone Extension Enter a 4 digit phone on-campus phone extension.
Field Description/Instructions
Where are you traveling?
Enter the city and state of your destination. If traveling outside the country, indicate the
country name as well.
Why are you traveling?
Enter the purpose of your travel request. Include the name of the event, or, if an athletics
event, indicate the opposing team, sport, and game time.
Departure Date Enter the date your travels will begin. Use format MM/DD/YYYY.
Departure Time Enter the estimated time of day your travels will begin. AM or PM must be entered.
Return Date Enter the date your travels will end. Use format MM/DD/YYYY.
Return Time Enter the estimated time of day you will return from the trip. AM or PM must be entered.
Total Travel Days
This is a calculated field that will indicate how many days you are traveling. You cannot
enter text in this field.
No. of student travelers Enter the number of students traveling with you.
No. of non-student travelers Enter the number of non-students traveling with you. Include yourself in this number.
Total Travelers This is a read-only field that will calculate the total number of travelers.
Prepaid Registration?
Check YES if you need Accounts Payable to prepay your registration fees. Check NO if
this service is not requried.
Vendor ID
If you checked YES to the last question, enter the vendor ID (A number) of the vendor. If
the vendor is new, contact the Purchasing department to request a vendor ID.
Registration Fee Enter the amount of the registration fee.
Field Description/Instructions
Section Note
This section has pop-up boxes that will appear depending on your selection for your
mode of transportation.
How will you travel to your
destination?
Select your mode of transportation from the dropdown list of options. If airfare, train, or
rental vehicle are chosen, enter the amount in the Total Transportation field. If Personal
Vehicle is selected, enter the total miles roundtrip in the designated field. The current
state reimbursement rate will appear and the Total Transportation field will be
calculated and you will not be able to enter text in that field.
What are the total miles,
roundtrip?
If you selected Personal Vehicle as your mode of transportation, enter the total miles,
roundtrip.
State Reimb Rate This is a read-only field that will only appear if Personal Vehicle is selected.
Total Transportation
If you selected airfare, train, rental vehicle, BTS bus, or other, enter the amount in this
field. If personal vehicle is selected, the current state reimbursement rate will appear
and this field will be calculated for you.
Instructions: Travel Authorization Request Form - Group Travel
When a field is active on the form, it will be highlighted in yellow. The form begins on page 5.
Section I: Traveler Information
Section II: Encumbrance Information
Section III: Trip Information
Section IV: Transportation
Page 1 of 2
