Travel Authorization Request Form

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Instructions: Travel Authorization Request Form - Group TravelWhen a field is active on the form, it will be highlighted in yellow. The form begins on page 5.Section I: Traveler InformationFieldDescription/InstructionsNameEnter the first and last name of the traveler.ID#Enter the traveler's University assigned ID number. Must be 9 characters. (i.e. A00123456)TitleEnter the traveler's job title.DepartmentEnter the traveler's department.EmailEnter the traveler's email address.Section II: Encumbrance InformationFieldDescription/InstructionsEnter 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 theencumbrance number on this form.Encumbrance No.Enter the fund, org, account, and program codes used on the encumbrance. Anadditional FOAP section is provided in case the encumbrance was allocated to twoFOAP No.FOAPs. Reference the Travel Account Code Cheat Sheet for assistance.Contact Name for Questionsabout this EncumbranceEnter a first and last nameContact EmailEnter the email address for the person listed in the last field.Contact Phone ExtensionEnter a 4 digit phone on-campus phone extension.Section III: Trip InformationFieldDescription/InstructionsEnter the city and state of your destination. If traveling outside the country, indicate theWhere are you traveling?country name as well.Enter the purpose of your travel request. Include the name of the event, or, if an athleticsevent, indicate the opposing team, sport, and game time.Why are you traveling?Departure DateEnter the date your travels will begin. Use format MM/DD/YYYY.Departure TimeEnter the estimated time of day your travels will begin. AM or PM must be entered.Return DateEnter the date your travels will end. Use format MM/DD/YYYY.Return TimeEnter the estimated time of day you will return from the trip. AM or PM must be entered.This is a calculated field that will indicate how many days you are traveling. You cannotTotal Travel Daysenter text in this field.No. of student travelersEnter the number of students traveling with you.No. of non-student travelersEnter the number of non-students traveling with you. Include yourself in this number.Total TravelersThis is a read-only field that will calculate the total number of travelers.Check YES if you need Accounts Payable to prepay your registration fees. Check NO ifPrepaid Registration?this service is not requried.If you checked YES to the last question, enter the vendor ID (A number) of the vendor. IfVendor IDthe vendor is new, contact the Purchasing department to request a vendor ID.Registration FeeEnter the amount of the registration fee.Section IV: TransportationFieldDescription/InstructionsThis section has pop-up boxes that will appear depending on your selection for yourSection Notemode of transportation.Select your mode of transportation from the dropdown list of options. If airfare, train, orHow will you travel to yourrental vehicle are chosen, enter the amount in the Total Transportation field. If Personaldestination?Vehicle is selected, enter the total miles roundtrip in the designated field. The currentstate reimbursement rate will appear and the Total Transportation field will becalculated and you will not be able to enter text in that field.What are the total miles,If you selected Personal Vehicle as your mode of transportation, enter the total miles,roundtrip?roundtrip.State Reimb RateThis is a read-only field that will only appear if Personal Vehicle is selected.If you selected airfare, train, rental vehicle, BTS bus, or other, enter the amount in thisfield. If personal vehicle is selected, the current state reimbursement rate will appearTotal Transportationand this field will be calculated for you.Page 1 of 2

Instructions: Travel Authorization Request Form - Group TravelWhen a field is active on the form, it will be highlighted in yellow. The form begins on page 5.Section V: MealsFieldSection NoteIf NOT traveling overnight, howlong is your stay?Daily Student Meal CostDaily Non-student Meal CostSection VI: LodgingFieldVendor NameDescription/InstructionsThis section is separated for in-state and out-of-state travel. The Meals & IncidentalsCalculation Sheet must be attached for meal expenses requested in this section. Iftraveling out-of-state, you must click the GSA link provided and attach the Meals & IEtabs for each travel location.Select the length of your stay from the dropdown box if you are not staying overnight.Enter the cost of meals for one student, for one day. The total will be calculated for youbased on the number of students and the total travel days from section III.Enter the cost of meals for one non-student traveler, for one day. The total will becalculated for you based on the number of non-students and the total travel days fromsection III.Description/InstructionsEnter the name of the vendor that will be used for lodging.Enter the ID (A number) of the vendor that will be used for lodging. If the vendor is new,Vendor IDcontact the Purchasing department to request a vendor ID.How many rooms?Enter the number of rooms that will be reserved.This is a read-only field that will calculate the number of nights, based on the traveldates entered in section III. If this field has a negative number, please enter travel datesin section III.How many nights?Enter the estimated cost per room, per night, including taxes. If the rate changes basedCost per nighton the day, enter and average amount or the highest rate.Section VII: Miscellaneous SubwayEnter any estimated expenses related to taxi, shuttle, or subway usage.ParkingEnter any estimated parking expenses.Baggage FeesEnter any estimated baggage fees.Enter any etimated gas expenses. Gas may only be claimed as an expense if the modeGas (rental/univ vehicle only)of transporation is rental or university vehicle.Enter any other estimated expenses. Use this section to enter a description.OtherAmountEnter the amount for "other" expenses.Other SectionsExpense SummaryThis section will calculate each expense item described.Travel AdvanceCheck this checkbox if you are requesting an advance for your travels.Traveler and Department Head are required on all requests. Other signatureRequired Signaturesrequirements will vary based on department protocol.Page 2 of 2

GSA Per Diem Lookup Instructions1. Clicking the link will take you here.2. Select your destination state. Enter a destination city. Click Next.3. Click Calculate Per Diem Allowances for a Trip. Enter your travel dates. Click Next.

4. The Per Diem tab will appear. Click Print Results. Attach this page to your travel request.Use the “M&IE” rate to determine the perdiem amounts for breakfast, lunch, dinner,and incidentals.5. Click the Meals & IE tab. Using the M&IE amount from step 4, enter the breakfast, lunch, dinner, and IE rates onyour travel request.

CLEAR FORMALABAMA A&M UNIVERSITYComptroller's Office Patton Building Room 105GROUP TRAVEL AUTHORIZATION REQUEST FORMFill in form electronically, print, obtain all required signatures, and submit hard copy to the Comptroller's Office (Accounts Payable). Electronicsubmissions are accepted via Box or email (princess.ritchie@aamu.edu or accounts.payable@aamu.edu). Supporting documentation for eachamount in the Expense Summary section must be attached when submitted.SECTION I: TRAVELER INFORMATIONID# AName:Title:Department:Email:SECTION II: ENCUMBRANCE INFORMATIONEncumbrance No: E-FOAP No:FOAP No:--Contact Name for Questions about this Encumbrance:Contact Email:Contact Phone Extension:SECTION III: TRIP INFORMATIONWhere are you traveling (city, state, country)?Why are you traveling?Departure Date (mm/dd/yyyy)Departure TimeAM or PM mustReturn Date (mm/dd/yyyy)Return Timebe entered. No. of non-student travelers:No. of student travelers:YESNO Vendor ID:Does this trip require prepaid registration?Total Travel Days: Total Travelers:Registration Fee:0 0.00SECTION IV: TRANSPORTATION (Airfare-in-lieu of Mileage rule applies. See section III. F. ii. b. of the Travel Policy.)How will you travel to your destination? Select RideWhat are the total miles, roundtrip?Mileage Reimb Rate: Total Transportation:SECTION V: MEALS (see page 2 for detailed instructions)If NOT traveling overnight, how long is your stay? Select Travel LengthEnter the meal costs per person.Daily Student Meal Cost:x No. of student travelers x Total Travel Days Total Meal Costx No. of NON student travelers x Total Travel Days Total Meal CostDaily Non-student Meal Cost:SECTION VI: LODGINGHotel Name:How many rooms?xHow many nights?SECTION VII: MISCELLANEOUS EXPENSESTaxi/Shuttle/Subway:Other (enter description):Parking:-1x 0.00 0.00Vendor ID:Cost per night (including taxes):Baggage Fees:Delete this text and enter description of other estimated expenses not listedGas:(rental/univ vehicle only)Amount:EXPENSE SUMMARYRegistration 0REQUIRED SIGNATURES0.000.000.000.00 0.00Check here if an advanceis requested:(Restrictions apply. Amountrequested may not be amountTraveler's SignatureDateApproved by - Department Head SignatureDateApproved by - Dean/Director SignatureDateApproved by - Other SignatureDatedisbursed. See Travel Policy fordetails.)Last revised - 01/22/20

Jan 22, 2020 · 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

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