What Forms Do I Fill Out for Travel?

 

Workbooks contain:  Permission to Travel, Travel Voucher, Advance Agreement, Registration Check Request, Business Related Expense Form

 

 

I'M READY TO TRAVEL, WHAT FORMS SHOULD I COMPLETE?

DOMESTIC TRAVEL

Travel within the continental US

INTERNATIONAL TRAVEL

Travel outside of the continental limits of the US (Canada, Puerto Rico, Hawaii, Mexico, Guam, US. Virgin Islands are considered foreign travel by the State of MS.)

MILEAGE ONLY FORM

For fuel reimbursement and/or simple mileage back and forth -multiple times, no lodging or food can go on this form

WAIVER REQUEST FORM

When standard travel policies are not met according to procedures set forth in the Travel Manual

AIRFARE REFUND FOR CANCELED TRAVEL

Complete when travel has been cancelled and you are requesting a reimbursement for a non-refundable airline ticket.

REGISTRATION CHECK REQUEST FORM

Use for payment of a registration fee by the University when the cost is over $750.00 or for a group of four or more and the P-card is either not accepted or not available as an option (see the following link). This form is now located within the travel workbook.

Driving verses Flying Worksheet

The mileage reimbursement cannot exceed the cost of an airline coach ticket and the total cost of flying.  Justification required to support the cost of driving will be less than the cost to fly.

 

 

Tips on how to use the Travel Workbook:

 

Start Here Page (Tab Name: Start Here)

"Complete all the fields on this tab first" before proceeding to other tabs. The information you enter is automatically imported to the other tabs in the required fields.

 

Permission to Travel (Tab name: PTT)

Prepare this if you are attending any organized event, conference, workshop or if your signature authority requires one for notification of travel status. This form does not generate a reimbursement.   If you qualify (see policy) then you will request a travel advance on this form. Enter amount in the amount requested field. An advance should not be confused with a prepayment.

 

Travel Advance Agreement (Tab Name: TR ADV AGMT)

If you qualify (see policy) then you will need to print and sign this agreement to the terms.

 

Travel Voucher PG1 (Tab Name: TV pg1)

This form generates a reimbursement to you for expenses you have incurred/paid before or after the trip. Proof of payment required for all expenses (except per diem) over $10.00.  Tape small receipts to a piece of paper and attach to the voucher.

 

Travel Voucher PG2 (Tab Name: TV pg2)

If you run out of room on page 1 then you will use this page.

 

Multi Trip Mileage (Tab Name: MTM)

If you run out of room on page 1 and page 2 and still have additional mileage, you will then use this page.

 

Business Related Expense Form (Tab Name: BREF)

When you take a non-employee out for a meal to discuss university business use this form. The meal is not to be entered in the per-diem area.

 

 

 

How to make sure your travel is not returned for additional documentation?

Review the Common Errors When Submitting Travel Paperwork

 

 

When in doubt or if you have a question, please call the Travel Office at 266-4131.