Travel Request by FeSlQa


									                                                                                                                                                        NUMBER (to be assigned by Finance
        Midlands Technical College                                                          TRAVEL REQUEST                                                           office)
A                               Employee Name                                                         Colleague ID#:                                                   Department Account No:
B                                    Check One:                                                           Check One:
B      Permanent                              Student                              Airport Campus                   Harbison Campus                       Department:                                                       1.
B      Contract/Adjunct                       Commissioner                         Beltline Campus                  Northeast Campus
A         Charged against your 55xxx-0 line   Other                                Batesburg-Leesville              Fort Jackson                             Extension:
B                                              Charged against your 52320-0 line

           Purpose of the trip:
                 Destination:                                                                                       ← Destination will determine which object codes will be used with the above Department number

                                                                                       INFORMATION FOR PREPAYMENTS
   P                                                                                                                                                                                                                     P
            IMPORTANT NOTE: All paperwork pertaining to your travel must be turned in with your trip request. Such papers should include an Itinerary of the conference,
   R      Registration Form , Hotel Confirmation , and any paperwork that needs to accompany the check sent on your behalf. As a reminder, registration and airfare may be                                               R
   E            prepaid by procurement card . Submit this trip request and attachments to the Finance Office at least 10 working days prior to the date of travel.                                                       E
   P                                                                                                                                                                                                                     P
                   ----------If you do NOT want Accounts Payable to prepay the hotel or registration, please DO NOT complete this Prepayment Section.----------
   A                                                                                                                                                                                                                     A
2. Y                        Lodging Prepayment Information:                            Pay to the Order of:                                                                                                              Y 2.
   M                                                                                                Address:                                                                                                             M
   E                                                                                                                                                                                                                     E
                  Prepay Amount:               $                             -                   Confirmation #                                   (required for prepayment)
   N                                                                                                                                                                                                                     N
   T                                                                                                                                                                                                                     T
                     Registration Prepayment Information:                              Pay to the Order of:
   S                                                                                                                                                                                                                     S
                  Prepay Amount:               $                             -                      Address:                                                                                                         j

                                                                                                                                      OUT-OF-         SUMMARY OF TRIP                          AP Use Only
                                                                                                    Object Codes→      IN-STATE        STATE             EXPENSES                        (Prepayment Information)
           IMPORTANT PREPAYMENT INFO                                                         Non-Overnight Meals     (55100-0)                      $                      -         Description            Date    Init.
                                                                                                          MEALS      (55010-0) (55110-0)            $                      -           Registration
       If any of the PREPAYMENTS listed above have a                                                     LODGING     (55020-0) (55120-0)            $                      -                   Hotel
         deadline or a discount if paid by a certain date,
                please indicate the deadline here.                                                       AIRFARE               (55130-0)            $                      -                  Airfare                       3.
                                                                                                         MILEAGE     (55040-0) (55140-0)            $                      -
             PLEASE PAY NO LATER THAN:                                                OTHER TRANSPORTATION           (55050-0) (55150-0)            $                      -
                                                                                                                                                                                       TOTAL TRAVEL
                                                                                               MISCELLANEOUS         (55060-0) (55160-0) $                                 -             EXPENSE:

                                                                                                 REGISTRATION        (55070-0) (55170-0) $                                 -       $               -
                                                    DEPARTURE                                RETURN                                                                 Method of Travel

                                    Date:                                                                                           Air           Enterprise Rental               Car (college)           Amtrak            4.
                                   Time:                                                                                            Bus           State Fleet                     Car (own)               Other

         I have read and understand the travel regulations.                                  Employee's Signature                                                                               Date
                           Approved By:                                                                                                                                                         Date

5.                         Approved By:                                                                                                                                                         Date                        5.
                           Approved By:                                                                                                                                                         Date
                           Approved By:                                                                                                                                                         Date
     AP Contacts: Joyce Allen - Ext. 3279,
                  Bernice Tyler - Ext. 3274,
                 Melanie Cunningham - Ext. 3308,
                  Suzette Senn - Ext. 3267,

I. How to complete your trip request:
When traveling for MTC, the first step for the traveler is to make his or her own hotel and transportation
arrangements. There are several ways to pay for these reservations:
1.  Pay with an MTC Procurement Card for airfare and registrations. (The Procurement Cards may not
be used for hotel reservations.)
2. Request prepayment through the Accounts Payable Department.
3. Pay with a personal credit card for reimbursement later.

Whatever method of prepayment is chosen, a Travel Request Form must be completed prior to the trip
in order to provide proper documentation and approval for the travel expenses. This form may be found
on the MTC Intranet site and can be filled out on the computer and printed. (It is not necessary to use a
color printer for printing this form.) In order to assure that any required prepayments are completed on
time, the trip request must be in the Accounts Payable office at least 10 business days prior to the trip.

In order to make it easier to follow these instructions for completion of the Travel Request form,
the form has been divided into 5 sections.

Section 1: This section includes basic information such as:

    the traveler’s name,
    Colleague ID number (no SSN’s, please),
    Departmental Account Number,
    the status of the traveler (employee, student, etc.),
    the traveler’s campus,
    department name,
    telephone extension,
    purpose of the trip, and
    the destination (city and state).
All of this information must be provided.

Section 2. If any of the hotel and/or registration expenses are to be prepaid, this section must be
   Accounts Payable will need the payment information for the hotel and/or registration (name of hotel
or organization to be paid, mailing address, hotel reservation confirmation number, and Federal ID
numbers, if available).
  If the traveler would prefer to take the check with them rather than having it mailed, type “HOLD
CHECK FOR PICKUP” immediately after the payee name; however, Accounts Payable will still need the
payee’s address and all other information listed in the previous paragraph.

Section 3. This portion also has a section dealing with prepayments.

                                                  Page 2 of 4
 Should there be a discount for any of the prepayments if paid before a certain date (i.e., an “early
bird” registration rate), be sure to enter that date in the space immediately below “PLEASE PAY NO
 Immediately to the right of the prepayment deadline box is a section to summarize the anticipated
expenses for the trip. (The “Non-Overnight Meals” is for one-day trips in which no overnight stay is
involved.) Complete each line item with the expected expenses, including the prepayments, if any. The
Total will calculate automatically.
Section 4. Provide the following information:
   Dates and times of departure and return,
   Method of transportation.
Section 5. Be sure to sign and date the travel request and obtain the proper approvals.

There are three travel agents that will make travel reservations and bill the college. Each of these travel
agents will charge a $40.00 booking fee which will be charged to the departmental budget. They are:
1. Forest Lake 738-1520
2. B & A 732-5847
3. Prestige 252-6900

It is not necessary to use these travel agents. Travelers are free to make their own travel
arrangements. The MTC procurement card may not be used to secure/hold a hotel room.

If airline tickets are booked online, print a receipt with the total amount of the airfare and the last 4 digits
of your credit card number or be prepared to turn in the original credit card bill with the charge
Policies concerning in-state and out-of-state meal allowances as well as mileage reimbursement rates
are provided on the MTC Intranet on the “Business Affairs” tab and the “Finance” link on the left side of
the screen.

II. Requesting Reimbursement:
1. When returning from the trip, the Expense Reimbursement form (also found on the MTC Intranet)
must be completed for any reimbursements to the traveler. All receipts must be attached to the
expense reimbursement request. Meals are reimbursed at the rate allowed by the State, so no
receipts are required for meals; however, an agenda of the meeting/seminar must be provided
which shows any meals that were provided. Receipts are required for all expenses (including
prepayments) for auditing purposes. Tips are not reimbursable. If you are a presenter at a conference
and you need help getting your portfolio and other conference materials to their destination, you may tip
the bellhop and get reimbursed with a receipt.
 Please note: Meals may not be claimed for one-day trips within the service area of Richland,
Lexington, and Fairfield counties. Meals may be claimed for travel outside these counties. The
reimbursement will be included in the traveler’s next paycheck for these one-day trips.
 The destination and departure and return dates and times should agree with the original trip request
for purposes of matching the Reimbursement Request with the appropriate Travel Request in the
Accounts Payable Department.

                                                  Page 3 of 4
 When the necessary reimbursement request and supporting documentation is received in Accounts
Payable, reimbursement will be made within 10 working days.

Anything pertaining to a trip cannot be reimbursed through petty cash; nor can local mileage be
reimbursed through petty cash.

                                               Page 4 of 4

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