Using the following information and answering some questions will help you prepare a Travel Authorization form customized for your trip. You will also obtain information regarding the reimbursement process following your trip. WILL YOU BE TRAVELING SOON? BEFORE PACKING YOUR BAGS, LET’S DO SOME PLANNING. PANIC!

WHICH TYPE OF FUNDING WILL BE USED TO PAY FOR YOUR TRAVEL EXPENSES? Department FundsFoundation Funds I have Grant Funds Conference Travel Internship Site Visit Johnston Grant Award Byrd Grant Award PANIC!

 THE DEPARTMENT’S TRAVEL BUDGET FOR ALLOWS UP TO $1500 IN FUNDING FOR ONE CONFERENCE  THE TIMELINE FOR THE BUDGET BEGINS JULY 1, 2013 AND ENDS JUNE 30, PANIC!

 Contact the Office of Sponsored Programs at (540) if you are not sure what your grant budget allows.  Click the Department Funds Button if your grant does not have travel specifications in your budget. GRANT FUNDS FOLLOW DEPARTMENTAL FUNDING REGULATIONS UNLESS SPECIFIED OTHERWISE IN THE GRANT BUDGET Department Funds PANIC!

 Contact the front office to complete a Travel Authorization form and to determine funding regulations. FOUNDATION FUNDS FOLLOW DIFFERENT REGULATIONS THAN DEPARTMENT FUNDS AND A DIFFERENT TRAVEL AUTHORIZATION FORM IS REQUIRED PANIC!

DOES YOUR TRAVEL REQUIRE OVERNIGHT LODGING? Yes, let’s start the TANo, it is a day trip PANIC!

DRIVING LOGISTICS OR I will drive my own car and be reimbursed at.246/mile as stated in Subsection.334 of the Travel Procedure (section 4215) I would like to reserve a University car to use for my travel. PANIC!

CALCULATING MILEAGE PANIC! Use MapQuest to determine the number of miles you will be driving. Then multiply the number of miles by.246MapQuest

RESERVING A VEHICLE PANIC! To reserve a University vehicle, Shannon the dates and times that you would like to pick up and return the vehicle. Once a reservation is finalized, you will receive an reflecting the details of the reservation. If a rental car is needed for your trip, this will be coordinated with the Transportation office. Please work with the front office to make arrangements.

OPEN THE TRAVEL AUTHORIZATION FORM AND COMPLETE FIELDS AS WE WORK THROUGH THE FORM A Travel Authorization Form with Notes Open Travel Authorization Form PANIC! Determine Lodging and Meal Per Diem Rates

DON’T PANIC!  Take 10 deep breaths (Seriously do this and exhale out your mouth)  Once you have calmed down, feel free to call Shannon or Mary Ann with questions or concerns (540)

TIPS FOR PLANNING OVERNIGHT TRAVEL  The allowable lodging rate listed on the M&IE rate table does not include tax. When you submit your lodging for reimbursement, an itemized receipt showing the room rate and all taxes listed to show the pre-tax rate.  When booking airfare or train tickets, you must purchase economy or coach seats. You also must purchase tickets for the dates that are listed on your Travel Authorization form. If plans change, contact Shannon as soon as possible to see how to best handle these changes. PANIC!

TIPS FOR PLANNING OVERNIGHT TRAVEL  The department credit card can be used to pay for conference registration if a Travel Authorization has been approved and if the first day of travel will occur within 90 days.  Airfare and train tickets can also be purchased with an approved Travel Authorization form and if travel will occur within 90 days. PANIC!

TRAVEL CHECKLIST FOR OVERNIGHT TRAVEL  Keep ALL boarding passes and submit with reimbursable receipts upon return.  Keep and submit all itemized receipts, except for meal receipts. You will receive per diem rates rather than being reimbursed for each meal.  If you attended a conference, keep your name badge or the program showing your name as a participant and submit with reimbursable receipts upon return.  To see sample Travel Reimbursement Vouchers check out this link PANIC!

HAVE A GREAT TRIP! PANIC!