Dear Institute on Aging Faculty and Staff,

Below is a detailed description of the process used to arrange your travel to conferences, meeting, etc. for the Department of Aging at the University of Florida.

Step One:

The Institute on Aging website has the forms needed to submit a travel request as well as a purchase request. When you are on the website, click on “Information” just above the “Search Our Site” box. Next, on the left side of the page, click on “Departmental Forms”. There are several forms listed; choose the appropriate form and follow the directions.

Step Two:

The main points on the “Travel Authorization Request”form to complete:

  • Your name as it appears on your driver's license
  • Your date of birth
  • The departure and return dates of the trip
  • Name of the conference or meeting
  • Lodging choice and cost estimate (this may be listed in the conference information)
  • Airline and airport choice and cost estimate (if you have specific flights, please state on the form)
  • If a membership fee is needed for the conference, this is not to be included in the travel request. Membership fees are a Purchase Request (the form is located on the IOA website). Purchase Requests have the same process as a Travel Authorization Request (fill out the form, have your supervisor approve, submit to the Grants Team).
  • Additional expenses may include- (Registration, Baggage fee, Airport parking, Avis Car Rental, Shuttle service or Taxi, UF per diem meals)

All of the expenses need to be included on the travel request to provide as close an estimate on the whole trip for purposes of available funding.

Step Three:

These forms need to be approved by your supervisor.When you have filled out the form, send it or hand it to your supervisor for approval. When that is complete, then send the approved form to the Grants team

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The Grants Team will check funds and add the chartfield. The completed form will be sent to the appropriate person, who will contact the traveler if any questions arise.

As a reminder, please plan ahead and submit your request 4 to 6 weeks ahead of the actual travel dates. Conference hotels book quickly and flights increase in cost the closer to the departure date.

If circumstances change after a flight has been booked, approval will be required before adding a change fee to the original flight.

We hope that this explanation and process will help make your next travel plans a better experience.

Thank you.

Aging Travel Team