Travel/Professional Development Authorization
This form provides documented rationale for work-related expenses or professional development travel. It should be completed at least 15 working days prior to purchases or beginning travel.
Name: CF Home Address:
College: Department:
Purpose of travel or professional development: Attach complete information and all related materials, such as conference brochure, invitation to present paper. Use additional pages as needed.
Relationship of travel or professional development to professional responsibilities: Faculty who have approved professional improvement or sabbatical plans may attach those plans.
Source of funds used: Signature on this form does not approve actual expenditures; those must be in compliance with contractual and state policies and procedures.
University funds are not being used but I am traveling on work time.
Amount Account #
Faculty Travel (IFO)
Professional Development Grant
M&E Funds
Other Funds (grant dollars, etc.)
MSUAASF Funds PDF
MSUAASF Funds PIF (Completion report required)
Destination:
Dates of travel: (Indicate personal travel dates in conjunction with professional travel.)
Departure Date: Return Date:
Mode of travel: (Check all that apply)
state car / private car / other
Estimated cost of trip: Totals
Transportation (round trip) / $0.00Lodging 0 nights at 0 per night / $0.00
Meals Breakfast(s) Lunch(es) Dinner(s) / $0.00
Tuition/Membership/Registration/Conference fee / $0.00
Other (please specify) / $0.00
Total / $0.00
Comments:
***************************************
Requested by:
This trip is consistent with university, state and contractual regulations.
(Employee) (Date)
Authorization:
There are sufficient funds budgeted for this travel. Not needed if university funds are not being used.
(Department Secretary/Office Manager/MSUAASF N/A) (Date)
This is legitimate work-related travel.
(Department Chair/Supervisor) (Date)
Travel and estimated expenditures approved.
(Dean/Division Director/MSUAASF Treasurer) (Date)
Travel and estimated expenditures approved.
(Vice President) (Date)
Presidential signature is required only for international travel.
(President) (Date)
SL-10478-01 An equal opportunity educator
5/22/09
INSTRUCTIONS for
COMPLETING the TRAVEL AUTHORIZATION FORM
The travel authorization form must be completed and signed fifteen (15) working days prior to the travel date.
The travel authorization form is used as a basis for internal budgeting by the originator, the department, and the appropriate dean or department head, and provides documented rationale for work-related travel. The form asks for the originator to estimate the costs for a particular trip. The form must be complete and all signatures secured, prior to submitting the form to the Financial Management Office.
The following is required to complete the Travel Authorization Form:
Name: The name of the individual traveling
College/Department: The college, department, or organization in which the requesting individual works
Purpose of travel: Short description of the reason for the trip. (Attach complete information and all related materials, such as conference brochure, invitation to present paper, etc. Use additional pages as needed)
Relationship of travel to professional responsibilities: Description of the relationship between the travel and how it relates to your job. (Faculty with approved professional improvement or sabbatical plans attach them here)
Source of funds used: Select the appropriate fund and fill in the amount and account number of the account or cost center responsible for paying the expenses for the trip
Destination: Fill in the location of the city and state traveling to
Dates of travel: Fill in departure date and return date (Indicate personal travel dates in conjunction with professional travel)
Mode of travel: Check all that apply. Estimated cost of trip: Enter transportation estimates. Enter lodging, meals, Registration/Conference fee & other estimates as they apply. Enter the total of all estimated expenses
Requested by: the person traveling signs here
Authorizations: Department Secretary/Office Manager signature verifies there are enough funds in the budget to cover the requested dollar amount
· The signature of the Department Chair or Immediate Supervisor signifies the legitimacy of the work-related travel
· The signature of the Dean or Division Director signifies approval for both the travel and the estimated expenditures
· The Vice President signs only if travel is out-of-state and university funds are being used
· The President signs only for International travel or where use of university funds other than IFO faculty travel and professional development funds are being requested.
· NOTE: A Request to Incur Special Expense form must be completed for international travel.
TRAVEL AUTHTHORIZATION CHECK LIST
Name:
Date of Travel:
Destination:
Complete Metropolitan State Travel Authorization Form (TA) and submit for signatures at earliest possible date.
If using Advantage Travel, verify TA was received by payroll. Book airfare and immediately submit 1400 to Business Office so ticket is approved within 24 hours. If not approved within 24 hours, ticket must be re-booked.
Submit 1400s for conference registration, lodging (if hotel accepts PO’s) or other costs to be paid directly to a vendor
Employee Expense Report submitted for the following:
purchases paid by employee and original receipt is attached
request an advance for lodging, meals, out-of-pocket car rental, public transportation, or misc. that is unpaid has no receipt available prior to trip.
final expense reimbursement
Advance settlements are due within 5 days of return to avoid deduction from wages. All expenses are due within 60 days to avoid expenses becoming taxable income.
- Make sure all documents are complete. Signatures, dates of travel, departure and arrival times, travel destination, reason for travel, etc.
- 1400’s combined with expense report amounts must not exceed the Authorization Form. Expenses exceeding the TA require additional approval or will be denied.
B.O.
rev.11/12/01