Travel Application Worksheet - ? Internal ? by o3v767

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									  CVM /MBS Dept.

                                       Travel Authorization
 Email: ___________________________University Employee ID # (required)            _______
Name:
                                                 Travel
Classification     EPA         SPA               Time:         (Out):            (In):
Destination
(City/State):                                                                  Travel Dates:
Conference :
Justification
Purpose &
Specific
Activities
involved in at
the meeting
Seminar Title (if applicable):
Your Contact Information:
Organization/Organization Address:
                                         % or Amount (i.e. 100%)           Accounting Approval           Grant Approval
 Account/FAS#
 Account/FAS#
                                                                        Prepaid/Pre-Reimbursed         Estimated   Actual
                                                                                   Voucher #           Cost        Cost

 Airfare         If requesting pre-payment of airfare the paperwork must be submitted at
                 least 3 weeks prior to deadline. If pre-reimbursement is being
                 requested the paperwork must be submitted at least 3 weeks prior to trip.
                  Note: If requesting pre-reimbursement for registration & airfare, the
                 paperwork must be submitted together.

 Registration    The registration form and itinerary is required and must be
 Fees            submitted with this worksheet.
                 If requesting pre-payment of registration fee the paperwork must be
                 submitted at least 3 weeks prior to deadline with appropriate receipt.
                 If pre-reimbursement is being requested the paperwork must be
                 submitted at least 3 weeks prior to trip with appropriate receipt.
                 Note: If requesting pre-reimbursement for registration & airfare, the
                 paperwork must be submitted together.

 Private Car     Effective January 1, 2009 mileage will be reimbursed at the rate of $.33    Not
                 per mile when a state-owned vehicle is available and an employee            allowed
                 chooses to use his/her own vehicle.
                 The employee will be reimbursed at the current IRS rate of $.55 per mile
                 when a state-owned vehicle is not available. (Gas receipts are not
                 required because reimbursement for this expense is included in the
                 mileage rate stated above).
                 Air coach rate (rate quoted at 3 weeks prior to trip) must be claimed
                 if it is less expensive
                                                                       Prepaid/Pre-Reimbursed           Estimated    Actual
                                                                                  Voucher #             Cost         Cost

Motor Pool              To request a motor pool vehicle or determine availability,          Billed by
Car                     you can access the motor pool website at                            IDT
                        http://www.ncsu.edu/facilities/services/motor.htm and
                        complete an Online Reservation form. If no state-owned
                        vehicle is available, a form will be faxed to you certifying that
                        no state-owned vehicle is available. The Motor Pool form
                        must be attached to the travel reimbursement form for you
                        to receive the IRS rate. The full details regarding the
                        mileage reimbursement rates are available online at
                        http://www.fis.ncsu.edu/controller/New_Travel_Policy/Travel
                        PolicyIndex.htm.
                 Motor Pool will furnish a gas card for you – do not use your personal
                 card for gas.
 Misc Trans          Rental car insurance SHOULD NOT be purchased when a
                                                                                            Not
(Taxi, Rental         car is rented inside the United States. All university
                                                                                            allowed
Car, etc)             employees are covered by the NCSU's insurance. The
                      university will not reimburse travelers for this insurance if it
                      is purchased.
                     Rental car insurance SHOULD be purchased for cars
                      rented outside of the United States. The university will
                      reimburse travelers in this case.
                 You can claim your gasoline receipts if you use a rental car.
           If meals are included with registration do not include in estimate below - they will not be reimbursed.

In-State         Breakfast $7.50x ____ days (leave before 6 am on day 1)                    Not
Food             Lunch $9.75x _____ days (if more than 1 day trip)                          allowed
Allowance        Dinner $16.75x _____ days (return after 8 pm on last day)

Out-Of-State     Breakfast $7.50x _____ days (leave before 6 am on day 1)                   Not
Allowance        Lunch $9. 75x ______ days (if more than 1 day trip)                        allowed
                 Dinner $19.00 x _____ days (return after 8 pm on last day)

Out-Of-          Breakfast $7.50x _____ days (leave before 6 am on day 1)                   Not
Country          Lunch $9. 75x _____ days (if more than 1 day trip)                         allowed
Allowance        Dinner $19.00 x _____ days (return after 8 pm on last day)

Lodging          $__________ x _____ nights –                                               Not
Per Diem         If sharing lodging expense :                                               allowed
In-State         Name of roommate/s_____________ ______________________
$63.75           Is roommate a state employee? ____N____Y
Out-Of-State      ( if yes, name of department or state
$75.50           agency_________________________________________________)
Out-Of-Country
$111.75          Original, itemized receipts are required on business letterhead with a
                 zero balance and the portion of lodging expense must be in your
                 name only.

                 Third Party Lodging (lodging rented from other than a commercial
                 lodging establishment) requires advanced approval through Travel Audit
                 in the Controllers’ Office. Contact Kim Kelley, Assistant Controller for
                 Accounts Payable, at 515-7132 or Kim_Kelley@ncsu.edu.

                 If lodging is in excess of per diem you must request excess lodging
                 before traveling.
                    Excess Lodging Requested
                                                                           Prepaid/Pre-Reimbursed              Estimated    Actual
                                                                                      Voucher #                Cost         Cost

Other             Other charges include abstract fee, poster fee, etc. Circle or write in
                  type of charge _________________

                   Employee – Grad. Student travel reimbursement is for purposes
Graduate          related to the position and is paid from the same source that pay the
Student           student’s salary ______(supervisor initials)
Travel
                   Employee – Grad. Student travel reimbursement is made from
                  fund/s that benefit from the service provided by the
                  student______(supervisor initials)
                   Employee – Grad. Student is employed on grant_________&
                  the grant allows funding for travel expenses ______(supervisor initials)
                  DEPT.COMMENTS/Justification:




                                                                                    *Total of both columns     $


     Receipt must show a form of payment, final total and a zero balance.
     All travel receipts are required for reimbursement excluding food receipts. This includes taxi, toll fees,
      parking and any other form of transportation expenses
     Receipts must be turned into the MBS Office within 2 weeks upon return from your trip to ensure that
      your reimbursement is received within 30 days (university requires that all employees receive
      reimbursement within 30 days from travel end date.
     Reimbursement is by electronic transfer. If you have not received reimbursement within 2 weeks please
      contact Kelly Snyder at 513-6453.
               Signatures below are required and travel authorization will not be processed without these signatures.
Honorarium/Fee received?        YES  NO 

                                                                                                                    Date
Signature of Traveler

        Traveler’s Signature on this travel authorization worksheet states that you have read and understand the rules herein.
PI/Sponsor Signature
                                                                                                                    Date




Dept Head Signature                                                                                                 Date

                                                                                                             Updated January 27, 2009

								
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