1. 2018- 2019 Financial Training Module # 3 Travel Procedures
12715 Pegasus Drive. SU Bldg. 52. Room 215
Orlando, FL

2. Individual CRT Allocation Process
Individual attend CRT committee meetings
Allocation request read into Senate minutes on Thursday
After A&SF Business Office receives the approved CRT allocation, an will be sent to the requestor along with a Travel Checklist
Complete and submit the Travel Request Form (TRF) to the A&SF Business Office and consult with an accountant
Submit Knight Connect Allocation Request Form
Attend CRT Committee Meeting to present travel information
COME TO A&SF BUSINESS OFFICE TO SEE AN ACCOUNTANT

3. Group CRT Allocation Process
Registered Student Organizations (RSO) officer(s) attend CRT committee meetings
Allocation request read into Senate minutes on Thursday
After A&SF Business Office receives approved CRT allocation, an will be sent to the requestor along with a Travel Checklist
After you will receive an from A&SF Business Office , complete and submit the TRF and Group Travel Roster
Submit the forms and supporting documentation to the A&SF Business Office and consult with an accountant
Submit Knight Connect Allocation Request Form
Attend CRT Committee Meeting to present travel information
COME TO A&SF BUSINESS OFFICE TO SEE AN ACCOUNTANT

4. Travel Senate Bill Process
Submit Knight Connect Allocation Request Form
Receive with assigned SGA Senator
Meeting with SGA Senator
Attend Senate Committee Meeting to present travel information
1st Reading (1 week)
2nd Reading (1 week)
3rd Reading (1 week)
Signature of SGA President and Vice President of SDES (5 week)
COME TO A&SF BUSINESS OFFICE TO SEE AN ACCOUNTANT
Senate Bill Process
Receive notification of assigned SGA Senator from Senate Pro Tempore
Meet with SGA Senator
RSO officer(s) attend Senate committee meetings
Allocation request read into Senate minutes on Thursday
Process requires at least three (3) weeks in Senate and up to five (5) weeks for the SDES Vice President signature
After the Senate Bill is signed by the SDES Vice President, you will receive an from SGA Secretary.
After A&SF Business Office receives the approved Senate Bill, an will be sent to the requestor along with a Travel Checklist
After you will receive an from A&SF Business Office, complete and submit the TRF and Group Travel Roster
Submit the forms and supporting documentation to the A&SF Business Office and consult with an accountant

5. A&SF Business Office
After the A&SF Business Office receives verification of the approved CRT allocation, an and the A&SF Business Office Travel Checklist will be sent. The list is only a general reference to assist you in gathering needed information and documents. Additional information may be required.
Contact A&SF Business Office accountant if there are any questions regarding what information is required for your travel allocation.
Travel Request Form (TRF)
Group Travel Roster for RSO
Additional documentation

6. Travel Request Form (TRF)
Obtain registration details, airfare or transportation, and lodging quote(s) (DO NOT pay, commit, and/or obligate UCF to pay).
Complete the TRF, Group Travel Roster for RSO, obtain travel information for group travelers, and attach all documentation. The forms may be found on A&SF Business Office website.
Submit a completed TRF and Group Travel Roster for RSO to the A&SF Business Office Front Desk (SU 215) at least ten (10) business days prior to the date of travel or before the initial payment for registration, group airfare, or hotel is required.
If any of the travelers are Non-U.S. Citizens, the travel request should be submitted at least fifteen (15) business days prior to the departure date of your trip or before the initial payment for registration, group airfare, or hotel is required.
An accountant will process your registration, transportation, and/or lodging request(s) and give you necessary instructions.
At the end of trip, all travel documentation must be submitted to the A&SF Business Office within five (5) business days.

7. Travel Request Form (TRF)
For Example:
CRT or SB (This # will be listed on the original allocation or Bill)
The Individual and/or the Group Leader MUST be financially trained
Your local/physical address
For Example: College of Graduate Studies Travel Grants/Awards, Scholarships, Departmental Funding, etc.
The individual traveler or group leader must sign here
IMPORTANT: ATTACH ALL ADDITIONAL DOCUMENTATION AND PAPERWORK
Only financially trained Authorized Officers who are registered with OSI can sign

8. Group Travel Roster Complete form and have all travelers sign
Group Travel Leader must sign the bottom signature line, and in addition be on the list of travelers on the Group Travel Roster

9. Travel Information
Plan ahead and see an accountant as soon as possible. Registration (with deadlines), transportation reservations, and lodging are dependent on market price or availability.
The A&SF Business Office is not responsible for changes in travel arrangement costs.
Accountants cannot begin processing a request until the allocation or bill has been passed by the Senate with appropriate signatures.
A TRF is needed to request a purchase order number (P.O.#) from Finance & Accounting (F&A). After F&A has issued a P.O.#, requested travel arrangements can then be processed by the accountant.

10. Travel Information (cont.)
It is important to indicate on the TRF if you or member(s) of the RSO will receive any additional funding from other UCF source(s) for the travel requested.
UCF Department
UCF Project
Hotel room rates that exceed $200 per night will require justification. Examples of justification may be conference hotel, peak travel period, or an expensive area.
Lodging expenses are not reimbursable and cannot be paid by an accountant for stays at hotels that are less than 50 miles from the traveler’s campus headquarters (UCF Main Orlando Campus, Rosen, Brevard, etc.) or home, whichever is farther, unless it is approved by the University President or his designee.

11. Travel Information (cont.)
If the travel expenses exceed the approved allocation or bill, the organization or individual must reimburse A&SF Business Office for airfare and registration expenses prior to the travel and hotel expense five (5) business days after the trip is completed. The individual or Group Leader’s student record will be placed on HOLD for any outstanding balance or if required paperwork is not submitted.
Two (2) OSI registered authorized officers are required to complete Financial Training. If the Group Leader is not an OSI registered authorized officer, that individual must complete Financial Training as well. The Group Leader is responsible for completing the TRF and Group Travel Roster of travelers. If traveling as an individual, the student must complete Financial Training.

12. Travel Information (cont.)
By signing the Group Travel Roster, students affirm that it will be their responsibility to reimburse all expended funds or monies paid on their behalf if they do not travel.
Expended funds will be repaid by check made payable to UCF, money order, or cash (for the exact amount).
After travel is completed, you must follow-up with the A&SF Business Office within five (5) days.

13. International Travel
All students traveling internationally must complete the student travel registry.
StepOne
After the student has registered, the confirmation must be submitted to the accountant prior to the travel allocation being processed.
Know: RSO are not covered by the UCF Travel Insurance. Any international travel by a member of a RSO is not on behalf of UCF and, therefore, considered independent travelers.
Learn: Self-enroll in the International Travel Web course (non-credit earning & Free) (
Questions: the International Programs Health & Safety Manager )

14. International Travel Resources
U.S. Dept. of State: Vast array of resources for travelers both prior to departure and while abroad
OSAC Travel Guide:  Tactics and procedures to reduce the risks inherent to overseas travel.
UCF Travel Clinic: Questions regarding immunization requirements, or other health issues?
Call for an appt.
Insurance Options: Accident/Sickness/ Evacuation insurance is recommended - companies like the following are affordable
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15. Things to Remember
Plan ahead and consult with an A&SF Business Office accountant.
Ask the accountant what documents are required and must be submitted with your TRF.
Funding provided by the SGA does not imply or express liability. Students and RSO utilizing A&SF funds for travel are not covered by University of Central Florida insurance unless travel is for official SGA business. (CRT Allocations, Senate Bills, etc. are not official SGA business).
Individuals or RSO officers should familiarize themselves with and use for their reference Student Government Statutes Title VIII: The Finance Code, which is on the SGA & A&SF Business Office website