Guideline UL-TRG01 Requests for Travel

Main Policy Content

As soon as a faculty or staff member identifies a travel need, an application for travel "Travel Request Form" (fill ‘n print form) must be completed. The Travel Request Form must be routed to the Dean's Office Administrative Assistants for approval by Administration prior to being submitted to the Travel Coordinator within the Business Office and prior to making travel arrangements. There are two signatures that are required for approval:

  1. Approval of release time - signature of immediate supervisor
  2. Approval for the use of the funds - signature of an Administrator

Processing of fleet vehicles, registrations, and lodging reservations will be completed once the Business Office receives the appropriately signed Travel Request Form. If a Fleet Vehicle is being requested from University Park, the type of vehicle and pick up/return date and time must be indicated on the Travel Request Form.  Please include the registration URL or any other registration information that would be helpful to the Travel Coordinator in order to pre-pay your registration.  If you prefer to have the Travel Coordinator pre-pay your lodging, please make your lodging reservation and request that your hotel send the Travel Coordinator a “pre-authorization” form. If the trip will contain personal travel, please be sure to indicate this on the Travel Request Form. The Travel Coordinator in the Business Office can assist you with ensuring that your trip complies with University Travel Policy.

Cash advances are an extra expense to the University and are not available at the University Libraries. Please contact the University Libraries Business Office to discuss financial concerns when traveling.

CROSS REFERENCES:

Other Policies/Guidelines in this manual should also be referenced, especially the following:

UL-TR01 – Types of Libraries Travel

Guideline UL-TRG02 – Making Travel Arrangements
Guideline UL-TRG05 – ERS Travel Reimbursement Checklist
Guideline UL-TRG06 – Responsibilities of Travel Roles
Guideline UL-TRG07 – Libraries-Supported Staff Travel Funds

Form: Travel Request Form (staff only)
Form:  ERS Travel Reimbursement Checklist (staff only)

Effective Date: July 2003
Date Approved: July 2003 (Dean)

Revision History (and effective dates):

  • February 2017 – Revised; clarified Travel Request Form process, additional expenses that can be pre-paid were added, Removal of UL-TRG04
  • June 2014 - Revised; Editorial
  • August 2007 - Revised; Editorial
  • July 2003 - Revised 
  • July 29, 1997 - New guideline

Last Review Date:  June 2014