Fillable TravelRequestForm - 2018-07-12Travel Request Form Draft

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TravelRequestForm - 2018-07-12Travel Request Form Draft

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  • 17 check-boxes
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TRAVELREQUESTFORM
☐InState ☐OutofState Reimbursement:☐Actual☐PerDiem
TravelerInformation
Name:
Date:
C#
Department:
BasicTripInformation
DepartureDate│Time ReturnDate│Time
TravelFrom(City,State) TravelTo(City,State)
Alltravelrequestsmustcontainastatementofpurpose(i.e.attendconference,training,continuingeducation,etc.)andbenefit.
ThestatementmustprovideaclearbusinesspurposeforthetripandbenefittoClovisCommunityCollege.
StatementofPurposeandBenefit
Purpose
Benefit
TravelAdvance:☐Yes
☐NoIf“Yes”completetheEmployeeTravelAdvanceRequestForm(attach
ApprovalsDirector/DepartmentHeadSignature:_______________________________________Date_________
INDEX
EstimatedExpenses
ExpenseItems ItemUnits UnitCost ExpenseTotal
AccountDistribution
(completedbyPurchasing)
CommercialAir $
Meals days $
Lodging nights $
RentalCar days $
PersonalAutoMileage $
Parking $
Taxi/Shuttle $
RegistrationFees $
Other $
TOTALESTIMATEDEXPENSES
$
EmployeeCertification
Icertifythattheabovetravelisnecessary
andisforofficialcollegebusiness.

TravelerSignature Date
PurchasingSignature Date
PresidentSignature Date
CFOSignature Date
PO#
Updated8/14/18
Grant Funded:
Yes
No
(form must be attached)
N/A
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Grant Director (initials)
Sponsored Projects (initials)
INSTRUCTIONS │ TRAVEL REQUEST FORM
**
The form must be completed using Adobe Acrobat**
1. Type your assigned department INDEX
2. Check the appropriate type of trip: in state or out of state
3. Check whether this is grant funded: yes or no
4. Check the reimbursement type: actual or per diem
5. Complete the Basic Trip Information
a. Enter the departure date (i.e. 7/13/2018) and departure time (i.e. 8:45 am)
b. Enter the return date (i.e. 7/19/2018) and the return time (i.e. 4:00 pm)
c. Travel From: Indicate the originating city and state you will travel from
d. Travel To: Indicate the destination city and state you will travel to
6. Complete the Statement of Purpose and Benefit
a. Purpose: State a primary purpose/reason for the travel. The purpose should address what is being attended or
what business will be conducted on trip.
b. Benefit: Enter a statement of benefit.
c. Examples:
i. Purpose: To attend the NACUBO (National Association of College and University Business Officers) conference.
Benefit: Attendance at this conference is in alignment with professional development goals and directly
correlates with essential job responsibilities.
ii. Purpose: To attend the Chief Procurement Officer Training
Benefit: Training will fulfill the required annual procurement certifications in accordance with
NMSA 1978, §
13-1-95.2.
7. Complete the Estimated Expenses
a. Check the appropriate box for Travel Advance: Yes or No
b. Check N/A for any item not applicable for the travel request.
c. Enter the Item Units (how many), Unit Cost (how much) for each applicable expense.
d. The Expense Total will calculate automatically.
e. The Account Distribution is completed by Purchasing.
8. Complete the Employee Certification │ Sign and date
9. Approvals │ The Travel Application Request Form must be signed by the:
a. Director/Department Head
b. Purchasing
c. Chief Financial Officer (CFO)
d. President (out of state travel)
e. FOR GRANTS FUNDS APPROVAL, the form must be reviewed and initialed by:
i. The Grants Director
ii. The Executive Director of Sponsored Projects
Supporting Documentation │Supporting documentation must be submitted with all Travel Request Forms. Documentation may
include, but is not limited to: car rental quotes, registration forms, agendas,
Standard Email Communications | All standard email communications will be sent from purchasing@clovis.edu
.
1. Upon receipt of a Travel Request Form, the Purchasing Department will send out the following email communication:
(Email to Traveler with a CC to the Department Head)
Subject: Travel Request Form
[Requestor Name],
We have received your Travel Request Form. Please allow up to 48 hours to review and complete your request. Please note
that any requests for additional information may delay the process.
Thank you,
[Purchasing Signature Block]
2. Upon approval of the Travel Request Form, the Purchasing Department will send out the following email communication:
(Email to Traveler with a CC to the Department Head)
Subject: Travel Request Approved
[Requestor Name],
Your Travel Request has been approved. Please note that a Travel Reimbursement Form is to be completed and submitted
within five (5) days after your return. Feel free to contact our office should you have any questions or need additional
assistance.
Thank you,
[Purchasing Signature Block]
Resources │ The following resources are available:
Travel Policy │ Guidelines for the application, submission, and reimbursement if travel. (Pathway Portal)
Travel Process │ A visual workflow of the completion and submission of travel requests. (Purchasing Office)
Contact: Business Office (4038)
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TravelRequestForm - 2018-07-12Travel Request Form Draft

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Completed 15 November 2019

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