Travel Procedures
5D-0329 Out-of-State Travel
Out-of-State Travel Requisition/Authorization Instructions
1. Enter the name and box number of the department requesting the out-of-state trip.
2. Enter the name of the traveler going on the out-of-state trip.
3. Enter the official title and social security number of the traveler.
4. Enter the departure/destination cities. Include all cities where business will be conducted.
5. Enter the date and hour the trip is expected to begin and to end.
6. Enter the reason for the trip. Do not use abbreviations.
7. List other state employees or students on the trip.
8. Select the modes of transportation used (see drop-down box).
9. Indicate if the airfare will be charged directly to the University by the State Travel Center. Enter the ESU account number for charging air or rail fare.
10. Enter the amount of fare for airplane, bus, or train travel.
11. Enter the amount of the registration fee, if any, and whether the fee will be prepaid.
12-24: Report in box and carry totals to left.
12. If the mode of travel includes private vehicle, state vehicle, or bus rental, enter the number of miles to be traveled, round trip.
13. Enter the per mile rate. Refer to the travel handbook for current rates for private vehicles.
14. Enter the result of the number of miles multiplied by the per mile rate.
15. List and enter amount for any other transportation method expected (taxi, shuttle, etc.)
16. Enter the amount to be spent for turnpike tolls.
17. Enter the number of quarters of days for which subsistence can be claimed.
18. Enter the subsistence rate per quarter. See the travel handbook for rates.
19. Enter the result of the number of quarters multiplied by the quarterly rate.
20. Enter the number of nights lodging.
21. Enter the nightly lodging rate. See the travel handbook for rates that apply.
22. Enter the result of the number of nights lodging multiplied by the lodging rate (at left).
23. List any other type and amount of expenses.
24. Enter the total amount of the miscellaneous expenses (at left).
25. Enter the estimated total cost of the trip.
26. Enter the amount the University has approved for the trip (total allowed).
27. List the account numbers and the amounts to be charged to each account
28. Signature of traveler is not required. The department is responsible for the traveler's acknowledgment of allowable reimbursement.
29. Signature of the administrative head of the traveler's unit.
30. Signature of the dean or vice president, as appropriate.
31. Signature of the grant director if a grant is funding a portion of the trip. Grant numbers are account numbers beginning with 710, 720, 721, or 722.
32. Signature of the University Controller.
33. Reservation number will be entered by the Budget Office. This number is required to charge airfare to the University. Revised October 2002
For additional or more current information,
contact Accounts Payable, 103M Plumb Hall, 341-5145.
Last Updated June 28, 2007