Travel Pre-Approval/Advance Form
| [1] | Purpose of Form | Indicate if you are requesting a travel advance and/or travel authorization. | ||
| [2] | Name | Enter the name of the person traveling or the person responsible for the group. | ||
| [3] | Position/Title | Enter your position or title. | ||
| [4] | Department | Enter the name of your department, for instance, Chemistry or English. | ||
| [5] | Phone: | Enter your campus phone number, or a number that you can be reached at during business hours. | ||
| [6] | Depart Date | Enter the date you will begin your trip. | ||
| [7] | Return Date | Enter the date you expect to return from your trip. | ||
| [8] | Destination | Please provide a brief description of where the travel will take you and for what business purpose. This can be the city and conference name. | ||
| [9] | Project/Grant | If your travel is related to a project or Grant, please enter the name of the project/Grant or Contract here. | ||
| [10] | Business Purpose | Enter the business purpose for your travel, for instance, if for a conference, a brief description of the conference. | ||
| [11] | Travel Category | Enter a travel category that is applicable for your travel. | ||
| [12] | Comments | Enter any additional comments about the travel category. | ||
| [13] | Social Security Number |
For non-employees, enter your social security number. | ||
| [14] | Address | For non-employees, enter your mailing address. | ||
| [15] | Travel Means | Indicate the mode of transportation you are using for your trip. | ||
| [16] | If by car, others in vehicle | If you are traveling by car, list the other individuals who are traveling with you. | ||
| [17] | Estimated Expenses | Enter the estimated expenses for each expense category. | ||
| [18] | Description/ Comments |
Enter any description or comments for each expense. | ||
| [19] | Sources of Funding | If you know the source(s) of funding, enter it in this section. | ||
| [20] | Advance Amount Requested | If you are requesting an advance, enter the amount requested here. | ||
| [21] | Disbursement of Advance | Payment will be via General Disbursement or ACH. | ||
| [22] | Signature indicating advance was received | The traveler will sign here to indicate the advance amount received and that they authorize deductions from their paycheck to satisfy payment of the advance or any unsubstantiated amounts. | ||
| [23] | Dean, Director or Dept. Head | The Dean, Director or Dept. Head must sign and date the form indicating their approval. | ||
| [24] | Office of Sponsored Research | If the travel involves a grant account, then the Office of Sponsored Research must approve, sign and date the form. | ||
| [25] | Authorized BSC Representative | The Authorized BSC Representative must sign and date the form. | ||
| [26] | Travel Coordinator/ Center |
If an advance is issued, the Travel Coordinator/Center must sign and date the form. | ||
| [27] | Disbursements Manager | If an advance is issued, the Disbursements Manager must sign and date the form. | ||
| [28] | Traveler | The Traveler must sign and date the form |
The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.