Travel Guidelines & Policy
Request for Travel Approval
This form may be used internally to obtain departmental approval for air travel and out-of-state travel.
Brief Executive Summary: Provide a 2-3 line overview of the travel, i.e., who, what (event), when (dates), where (city), how (fly/drive), why (brief justification of why it is essential travel), how much (total cost) and source of funds (u-wide, SysAdm, RF Indirect).
Details:
Name:
Unit:
Event/Activity:
Date(s):
Destination (City/State):
Fly, Drive or Train?
Total Cost:
Funding Source: (U-wide, SysAdm, RF Indirect, non-state sponsor):
Justification - why is this travel essential?
Breakdown and Comparison of Costs:
(if air travel is requested, please provide a cost comparison)
| Drive/Train/Air Option | ||
| Transportation: (Air ticket, train ticket, mileage) |
||
| Tolls, Parking: | ||
| Taxis, Subways, Buses: | ||
| Lodging: (is lodging rate over-the max? Yes/No): (If yes, see Note 2 below) |
||
| Meals: | ||
| Registration Fee: | ||
| Other Information (see notes below): | ||
NOTES:
- If air travel is requested to a destination that can be reasonably driven to:
- compare the cost of the air travel option with the driving option
- indicate why air travel is requested
- Prior approval for over-the max lodging rates is required, and will be approved only in extenuating
circumstances. If you are requesting over-the-max lodging, please forward a completed
Over-the-Max Lodging Request Form (PDF)*
(TXT) . You may also
confirm government lodging and meal
rates. - If a person will be flying from an airport other than the one located in the city of his/her official work location, explain why and indicate whether flying from that airport is more or less expensive than flying from the airport in his/her official work location.