Travel and Transportation
Procedures
Procedure 1 - Preparation of Travel Request and Reimbursement
Procedure References - Refer to the various Policy Statements in this Section for additional information.
Procedure Description - In order to request use of a University vehicle, a Travel Authorization form must be completed and the yellow copy (xerox copy if using the online form) forwarded to Joy Graham at the ASU Motor Pool. The remaining copies should be kept on file in the department/area submitting the travel authorization for auditing purposes.
Both the Travel and the Request for Reimbursement forms are available on the Web. They are located at https://www.fpext.appstate.edu/ElectronicForms/ Claimants may continue to use the five part carbonized Travel Authorization form until current supplies are exhausted. Once supplies of the five part form are exhausted, the online form will be used exclusively.
If a department requests a travel advance or is faxing airline tickets, then the Controllers' Office will return the Travel Authorization form to the submitting department (see below). Any inquiry regarding Travel Authorizations will be answered by the Controller's Office (262-6404 or 262-2114).
PREPARE REQUEST FOR TRAVEL AND TRAVEL AUTHORIZATION FORM
Procedure Steps
Start preparation in ample time to get approval signatures in accordance with time requirements stated in Policy Statement 4. If the claimant is getting a travel advance (minimum $250.00) or if ASU is pre-paying airfare by faxing the Travel Authorization to either of two local agencies (Appalachian Travel or Templeton Travel), then the completed form needs to be forwarded to the Controller's Office. If the traveler is not getting an advance or is not faxing their airfare, then the Controller's Office does not need to see or sign off on the Travel Authorization-those forms would be filed in the submitting department/area for auditing purposes. If the traveler is requesting a travel advance and/or we are faxing their airfare, then the five part Travel Authorization (or the original online form) must be forwarded to the Controller's Office with all approval signatures. (One copy should be retained in the submitting department/area.) All approvals and authorizations must be completed prior to intended date(s) of travel.
Travel Authorization forms must be submitted to the Controller's Office at least three weeks prior to intended travel if the claimant is getting a travel advance or ASU is pre-paying airfare.
A copy of the Travel Authorization will be returned to the submitting department by the Controller's Office.
If the claimant received a travel advance or ASU pre-paid airfare, an approved copy of the Travel Authorization must be attached to the corresponding Request for Reimbursement when it is submitted.
Indicate the following information in the labeled blocks:
Date of Request : The date the Travel Authorization is prepared.
Requesting Department : The name of the department which is responsible for the intended travel, and which should be contacted for additional information.
Traveler's Name : Name of the person who will request reimbursement for expenses under this authorization.
Travel to Begin (Date/Time) : The date and clock time travel is to begin or when requested vehicle is needed.
Travel to End (Date/Time) : The date and clock time travel is to end or when requested vehicle will be returned.
Purpose : The purpose of the travel. If an association meeting or convention is being attended, give the entire name without special abbreviations.
Destination(s) : The destination(s) of the traveler. If the traveler's point of origin for the proposed travel is other than his/her duty station, make a note of this.
- For domestic travel give the name of the city and state.
- For foreign travel give the name of the city and country.
Names of Passengers : The names of any passengers who may be accompanying the traveler. Do not include the names of individuals who will require reimbursement of travel expenses.
University Vehicles Requested : Fill in the number of the specific type of vehicle(s) requested, the rate per mile from the current University Vehicle Cost Schedule as outlined in Policy 4, the estimated mileage, and the estimated cost.
Transportation Allowance : If a private car is to be used, fill in the estimated mileage, the cost per mile reimbursable for use of a private automobile as stated in Policy Statement 10, and the total cost. Prior approval to use a private car must be obtained. Show the total estimated cost of air fare, rental car, or other form of transportation. Indicate a yes or no in the space provided for the question "Will this authorization be used as payment?" Explanation as to why a rental car is necessary must be attached to the request.
Subsistence : Show the number of days the traveler will be claiming for subsistence, the amount per day requested, and the product of the two. If the amount requested per day exceeds the maximum allowance, supporting documentation, if available, must be attached.
Registration Fees : Fill in the cost of registration fees.
Travel Advance :
- Advance Requested : Check the appropriate blank.
- Check to be Secured : Show the date that the traveler wishes to pick up his/her travel advance check. The check can be picked up no more than five days before trip is to begin.
- Amount : Travel advances are made only for trips whose estimated out of pocket expenses total $250 or more. A traveler may request an advance for any amount between $250 and the total estimated out of pocket expenses.
Travel Advance Agreement : The traveler should read the Travel Advance Agreement and sign and date in the appropriate spaces.
Signature of Person Originating Request : This should be the signature of the person desiring to travel. If a University vehicle has been requested the traveler must certify by his/her signature that only licensed drivers will be allowed to drive the vehicle.
Approvals :
- Amount of Funds Approved, Budget Code(s) : The amount of funds approved for this trip and the budget line item from which expenses will be paid. This block will be filled in by the individual responsible for administering the affected budget. If there is more than one account involved, enter the amount each account is to be charged on the same line with each account number. It is the responsibility of the individual specified in the field labeled User ID as shown on screen 006 in FRS to ensure that funds are available in the appropriate budget line item before approving travel to be paid from that line.
- Approving Authorities : Signatures of the individuals who must approve travel requests based on the traveler's organizational structure as outlined in Policy Statement 4 . For example, Department Head, Dean or administrative equivalent, Vice Chancellor, etc.
Out-of-State Travel Request : The request should be authorized and approved by the Chancellor's designees as described in Policy Statement 4.
Request for Travel : To be completed by the Controller's Office for all requests for travel. The signature of the appointed individual in the Controller's Office indicates final approval of the request.
Travel Advance : To be completed by the Controller's Office on requests for a travel advance check. The Controller's signature is authorization for a check to be drawn.
- Attach supplementary information to the Request for Travel and Travel Authorization form:
- Submit Request for Travel and Travel Authorization.
- Appropriate authorizing signatures must be on the form.
An approved copy of the Travel Authorization must be attached to the corresponding Request for Reimbursement of Travel and Other Expenses when it is submitted.
Procedure 2 - Submitting Request for Travel and Travel Authorization for Advance Airline Tickets
Procedure Description - In order to take advantage of lower fares offered by the airlines, it has become necessary for Appalachian State University to adopt a procedure for advance payments to travel agencies for airline tickets. Blanket Travel Authorizations cannot be used to charge airline tickets.
Procedure Steps - Follow the steps outlined below:
- Prepare a travel authorization form including destination and all required signatures.
- Take the completed form to the Controller's Office for final approval.
- Take a copy of the form to the travel agency and pick up the airline ticket. The travel authorization can be faxed to the travel agency if the Controller's Office has been instructed to fax the form.
The travel agent will use the form as authorization for billing the University directly for airline tickets.
When completing the Reimbursement for Travel and Other Expenses Form, do not include the cost of the airline ticket if you have followed the above procedures. The travel agency will be paid directly by Appalachian State University. However, you must include the airline ticket receipt with the other documentation attached to the Controller's copy of the Reimbursement for Travel and Other Expenses (AS004).
When an airline ticket is charged to the University through the arrangement with local travel agencies, Form AS004, Request for Reimbursement of Travel and Other Expenses, must be filed certifying the trip was actually completed and the ticket actually used for the original approved purpose even though no other expenses were approved or claimed.
Purchasing Tickets - Advance airline tickets purchased through an out of town agency or directly from the airline can be paid for by the following steps:
- Obtain from the agency or airline a statement of cost,
- Complete a procurement request with the appropriate budget code and approvals,
- Submit the procurement and the original statement of cost to the Controller's Office.
- A copy of the travel authorization should be included also.
Reimbursement Procedures for Airfare: When airfare charges are incurred during University travel, these are the amended requirements necessary to clear out all airfare related expenses:
- It is now required to submit a zero-balance (paid in full) receipt.
- We can no longer accept an itinerary or statement that only lists the airfare price. Proof of payment in full is required.
- Due to the low fares, convenience, and popularity of online airfare booking, an airline confirmation stating the price is no longer an acceptable receipt. Travelers opting to use these online services should be aware that a proper, paid in full receipt will be required.
- In certain isolated instances a boarding pass in addition to an online itinerary stating the full amount of the fare may be submitted.
If questions arise concerning the payment of airline tickets, call the Controller's Office at extension 2110.
Procedure 3 - Obtaining a Travel Advance
Procedure References - Review Policy Statement 6, University Travel Advances.
Procedure Description - A travel advance is requested on a Travel Authorization form which is submitted to the Controller's Office for processing. These forms may be obtained from the University Central Warehouse.
FILL OUT REQUEST FOR TRAVEL AND TRAVEL AUTHORIZATION FORM
Procedure Steps
- Complete the travel request form as described by Procedure Statement 1.
- In the Travel Advance section of the request check the yes blank, show the date the traveler wishes to pick up the check, and the amount requested.
Approval or disapproval of the advance will be noted on the Travel Authorization by the Controller and returned to the requesting department.
FOLLOW UP ON REPAYMENT OF TRAVEL ADVANCE
- Submit a Request for Reimbursement of Travel and Other Expenses within thirty (30) days following the completion of the travel.
- If the Request for Reimbursement of Travel and Other Expenses is not submitted, the advance must be repaid promptly.
Procedure 4 - Preparation of Trip Ticket
Procedure Reference - Review Policy Statement 10, Transportation .
Procedure Description - Trip information concerning travel accomplished in a Department of Administration or University vehicle is recorded on a Trip Ticket. This form is issued, along with a University Trip Log Folder to the driver when the vehicle is picked up. The form should be completed as the trip progresses to ensure that all necessary information is recorded. The driver should record any purchase of supplies or services for the vehicle while on the road, and keep a copy of all charge tickets to turn in with the Trip Ticket. All purchases made on the road for the vehicle should be charged on a State agency or commercial credit card found in the Trip Log Folder.
After travel is completed, the driver should record the vehicle odometer reading when he/she returns the vehicle to the Motor Pool. The top three (3) copies of the Trip Ticket and Trip Log Folder and contents are then turned into the Motor Pool Office. The last copy of the completed Trip Ticket may be retained by the driver and turned into his/her department for use in verification of billing at the end of the month.
This should be done after each single trip assignment and at the end of each month for permanently assigned vehicles. The information recorded on these forms is used to bill departments for the use of Department of Administration or University vehicles and to complete vehicle cost and history records.
FILL OUT TRIP TICKET
Procedure Steps - Indicate the following information in the labeled blanks:
Department : The name of the department or office responsible for the travel, and which should be contacted for additional information.Vehicle No. : The Motor Pool vehicle number located in the lower lefthand corner of the windshield and on the dashboard.
Car License No. : The License plate number of the vehicle.
- Driver's Signature : The signature of the person driving the vehicle.
- Date Trip Started, Hour : The date and clock time vehicle is issued from the Motor Pool.
- Destination : The name of the city and state of traveler's destination.
- Date Trip Ended, Hour : The date and clock time vehicle is returned to the Motor Pool.
- Speedometer Reading at End of Trip : Vehicle odometer reading when vehicle is returned to the Motor Pool.
- Speedometer Reading at Start : Vehicle odometer reading when vehicle is issued from the Motor Pool. This blank should be completed by Motor Pool personnel before vehicle is issued.
- Total Mileage For Trip : The difference obtained by subtracting the beginning odometer reading from the ending odometer reading.
- Purpose of Trip : The purpose of the travel as shown on the Travel Authorization Form. If an association meeting or convention is being attended, give the entire name without special abbreviations.
- Passenger's Name : The names of any passengers who may be traveling with the driver.
- Gallons Gas Added : The volume of gasoline added each time during the trip. Attach charge tickets to support each entry. Gasoline should be purchased using State or commercial credit card provided with the vehicle.
- Quarts Oil Added : The volume of oil added each time during the trip. Attach charge tickets to support each entry.
- Oil Changed, Date, Speedometer :
- Car Greased, Date, Speedometer :
- Battery Checked, Date, Speedometer :
No information is necessary in blanks 12, 13, and 14. These operations are performed on a regular basis by the Motor Pool and should not be necessary while on the road.
- REMARKS, REPAIR NOTES, ETC : Any information affecting proper operation of the vehicle which should be brought to the attention of the Motor Pool, or any repairs that are necessary while on the road.
Attach Supplementary Material to Automobile Travel Record
Any charge tickets for gasoline, oil, or repairs purchased while on the road are to be attached to the travel record when it is turned into the Motor Pool.
Procedure 5 - Submitting Appalachian State University Form AS004 Reimbursement of Travel and Other Expenses
Procedure References - Refer to the various Policy Statements in this section for additional information.
Procedure Description - All requests of travel and other expenses must be made on Form AS004, Request for Reimbursement of Travel and Other Expenses. It must be submitted within thirty (30) days following the completion of all travel. The original copy of the reimbursement, accompanied by the approved Travel Authorization (if necessary-see Procedure One) and required original receipts, (see TRA Policy 7) should be submitted to the Controller's Office. Form AS004 must have the signatures of the traveler and the traveler's supervisor, with one copy retained in the submitting department/area for auditing purposes.
When all current supplies of Form AS004, Request for Reimbursement of Travel and Other Expenses are exhausted, the online form will be used exclusively.
Procedure Steps
- Prepare this form within thirty (30) days following the completion of all travel.
- Fill out one (1) copy of Form AS004.
- Request for Reimbursement of Travel and other Expenses.
- Indicate the following information in the labeled blocks:
Purpose of Trip : The purpose of the travel. If an association meeting or convention is being attended, give the entire name without special abbreviations.
Date of This Request : The date the Form AS004, Request for Reimbursement of Travel and Other Expenses is being submitted.
Payee's Name : The name of the traveler to whom the reimbursement check should be made.
Department : The name of the department responsible for the travel, and which should be contacted for additional information if necessary.
Title : The position title of the traveler.
Budget Account No.(s) : The budget account number to be charged for the expenses of the trip. If there is more than one account involved, type the amount each account is to be charged on the same line with each account number. The sum of these amounts must equal the "Reimbursement" figure.
Address : The traveler's home mailing address including city, state, and zip code.
Social Security Number : The traveler's social security number.
From, Period Covered by this voucher, To : The dates the travel began and ended including time of departure and time of return (hours).
Total Expense : This figure is the sum of the Total Transportation , Total AuthorizedSubsistence , and Total Other Expense blocks below.
Deduct: Advance : This figure is the total amount of any advances received by the traveler, including registration fees.
Amount Due - Appalachian State University : If the Total Expense is less than the Advance , enter the amount due Appalachian State University here and attach check for the amount refunded. Checks should be made payable to Appalachian State University.
Amount Due - Applicant : If the Total Expense is greater than the Advance , enter the amount due to the traveler. If no advance was issued, complete Total Expense figure due the applicant.
Controller's Office Use Only : Do not write in these blocks.
Claimant : Original signature of the traveler.
Supervisor : Original signature of traveler's supervisor.
Day : Indicate the date of each day of travel. Enter each item of information ( Travel , Transportation , Subsistence , and Other Expenses ) opposite the date on which the expenses were incurred.
Travel (Show each city visited):
- From : Enter city of origin of travel, usually Boone.
- To : Enter destination.
- For round trip fares enter origin, destination, and return , and the total fare amount.
- Include in the travel section the date and time of departure from the University. Also, the time of return must be listed with the date of return.
Transportation :
- Mode : Fill in the next two items of information opposite the proper mode designation: P-Private owned car, A-Air Commercial, R-Rental Car, or O-Other (rail, bus, private air). If the airline ticket has been charged to the University, do not include the ticket cost under expenses. However, the airline ticket receipt must be included with the Controller's copy of the Reimbursement of Travel and Other Expenses.
- Daily Private Car Mileage : Enter actual mileage (most direct route between points).
- Transportation Costs to be Reimbursed : Enter the cost for each type of transportation.
Subsistence:
- Type : Fill in the next two columns opposite the proper letter designation: B-Breakfast, L-Lunch, D-Dinner or H-Hotel.
- Amount : Enter subsistence amounts. When overnight lodging is not incurred on the day, when travel involves less than a 24 hour period, or when excess subsistence is claimed, each meal and room reimbursement rate must be listed individually. If the day's travel is a full 24 hour period, leave these blocks vacant and list daily total in the next column. If actual subsistence amounts are less than the authorized statutory amounts, an employee may request reimbursement for the actual amounts.
- Daily Totals : Add up daily total and enter here. If the day's travel is a full 24 hour period, list the daily statutory amount. If excess subsistence has been authorized, list individual amounts and show actual total in this block.
Other Expenses :
- Enter actual registration fees, as documented by receipt or invoice.
- Any charges for meals included in registration fees are reimbursable as part of the registration fees. Therefore, the traveler may not claim reimbursement for such meals as subsistence.
- Include reasonable gratuities paid in connection with taxi or limousine service in the cost of the service.
- Tips for handling baggage at common carrier terminals and when arriving at or departing from a place of lodging are allowed and must be itemized. These tips are not counted toward authorized subsistence maximums. A receipt for excessive amount, must be included.
- Official phone calls are reimbursable under other Expenses, and individual calls over $5.00 must be identified as to point of origin and destination.
Total Transportation, Total Authorized Subsistence, Total Other Expenses: Add up the columns and enter the totals. Sum the totals of each page together and place in the Total Expense block on the upper right of the front page.
The Total Authorized Subsistence figure is limited to subsistence as entered in the total block for each day, not to exceed ninety-one dollars and seventy-five cents ($91.75) per day for in-State or one hundred and five dollars ($105.00) per day for out-of-State travel except when approved for a larger amount on a Travel Authorization form.
Submit One (1) Copy of Form AS004
- Send one (1) copy of the form to the Controller's Office. Keep a copy for your departmental files.
- Attach all necessary original receipts and explanations to the Travel Reimbursement form. An approved copy of the Travel Authorization should be attached if an advance was issued or if airfare was charged to one of the local travel agencies.
The Request for Reimbursement of Travel and Other Expenses Must be Submitted within Thirty (30) Days of the Completed Travel.
If a travel advance is outstanding more than thirty (30) days following completion of travel by a University employee, a deduction may be made in the amount of the advance from the next paycheck of the traveler.
Procedure 6 - Travel Accounting Compliance
Procedure Reference - Refer to the various Policy Statements in this section for additional information.
Procedure Description - If a travel form is received incomplete or incorrect, it will be returned to the applicant for corrections or completion. However, if the error is a minor one, it will be corrected by Controller's Office personnel. If it is necessary to return the form, it will be accompanied by a standard memorandum explaining why the form is incorrect or incomplete. When the form is received, the indicated action should be accomplished, and the forms returned to the proper processing office.
If a travel advance has been outstanding longer than the time limits established in these policies, the traveler will receive a memorandum requesting submission of a reimbursement form or repayment of the advance. When the memorandum is received, the traveler should clear his/her outstanding travel advance as soon as possible.
Procedure 7 - Obtaining a Rental Car
Procedure References - Review Policy Statement 10, Transportation .
Procedure Description - The use of a rental car must be approved by the University prior to its use. The University will not be responsible for rental car expenses incurred without prior approval.
Alamo, Avis, Budget, Dollar, Enterprise, National, Triangle and Thrifty are the present State contract suppliers for rental cars. The State of North Carolina requires that one of the approved rental companies be used when a rental car is necessary. Enterprise Car Rental is the only State Contract supplier with a local office. For specific rental car information please go to the following web site:
http://www.doa.state.nc.us/PandC/975a.htm
AUTHORIZATION TO USE A RENTAL CAR
Procedure Steps - Authorization to use a rental car is requested on a Travel Authorization form in the following manner:
- Contact each of the car rental companies using the toll free numbers. Reserve the car with the company offering the lowest rate.
Travelers using rental cars should be familiar with the terms of the State contract with the approved companies concerning reservations as presented in TRA Policy 10, Transportation, under the heading Rental Cars .
RETURN OF RENTAL CAR
When the car is returned, the rental agent will make any necessary adjustments on the rental agreement and ask the traveler to sign it. The traveler should take the customer copy of the rental agreement when the car is returned to allow the agent to reflect the same changes and charges on it.
ATTACH COPY OF THE PAID RENTAL CAR RECEIPT TO THE REQUEST FOR REIMBURSEMENT OF TRAVEL AND OTHER EXPENSES FOR THE TRIP
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