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TRAVEL PROCEDURES Presented By: Denise Matias, CAH October 1, 2014 ALL TRAVEL MUST BE PRE-APPROVED BY DEAN FERNANDEZ, OR HIS DESIGNEE, PRIOR TO TRAVEL TAKING PLACE. Only exceptions: • Local area travel (with 50 miles) • Travel funded 100% from C&G (Project) • Registration with no other travel expenses The CAH Travel Authorization Request form is found at: http://ww.cah.ucf.edu/fs/budget.php , located under Financials/Travel. The CAH Travel Authorization Request form must be filled out and emailed to [email protected] (cc Chair/Director/Designee) to obtain the Dean’s pre-approval. One travel request per email. In the subject line of the e-mail please enter the traveler’s name and the travel begin date (i.e. Jane.Doe11.15.14.), the attachment is to be named in the same manner. A CAH Travel Request form should be completed for every traveler, even if the person is covering his or her own trip out of personal funds. In some cases, the traveler is allocated money for travel at a later date in the fiscal year and may be reimbursed. After the Dean, or the Dean’s Designee, has approved the travel, the form will be emailed back to the CAH unit. • Create travel requisition • Purchase of airline ticket and registration for example can take place IF TRAVEL IS TAKEN OR TRAVEL ARRANGEMENTS ARE MADE BEFORE RECEIVING THE DEAN’S OR DEAN DESIGNEE’S APPROVAL, THE TRAVELER MAY BE HELD PERSONALLY LIABLE FOR THE COST OF THE TRIP. After the travel is completed, the CAH unit must submit to the Dean’s Office via [email protected] the following information per E&G travel completed: Travelers Name: Jane Doe Dates: 11/15/14 – 11/20/14 Location: Bangor, Maine PO#: 0000123456 Overall Cost of Travel: $500/$500 Department Charged: 23010001/23010303 Please email the requested information, in a timely manner, when E&G funding has been used for the travel. In the subject line provide name of Traveler/Completed Travel. Same applies if trip is cancelled. Fill out the information requested what applies and note “Trip Cancelled” above the travelers name. Trip Cancelled Travelers Name: Jane Doe Dates: 11/15/14 – 11/20/14 Location: Savannah, Georgia PO#: 0000123456 Overall Cost of Travel: $250 Department Charged: 23010001 If there are any adjustments to the costs of the travel that is greater than 10%, you must obtain Dean’s approval for the additional costs. To make this request, you will need to fill out the CAH Travel Authorization Request form, select “update” under the drop down box for the Requested Action, fill out the form, and resubmit to: [email protected]. In the notes section of the form, please state what change is taking place. International Travel Review https://www.international.ucf.edu/restricted-travel/ Check travel destination to see if on US Department of State Travel Warning List. – If yes, the Travel Preliminary Approval paperwork is required 3 months prior to trip • The CAH Travel Request form should coincide at the same time • Once filled out by CAH unit, Dean needs to review and sign • Early request gives time for Academic, Faculty & International Affairs (AFIA) to review Registration Fee Only No Travel Expenses A CAH Travel Request form is not required for only registration with no travel expenses. However, a PO using category number 99007001 for registration is required by Travel/F&A. The appropriate account numbers to select from for this particular type of PO, relevant to the registration are: – 746101 (REG FEE INSTATE NO TVL EXP) – 746102 (REG FEE OUTSTATE NO TVL EXP) – 746103 (REG FEE FOREIGN NO TVL EXP) Note: When a journal (IDT) can be used to cover registration only with no other travel expenses for a local sponsored UCF event, a PO is not required. Common Mistakes • When the update is submitted, use the notes section on form describing what is being updated. – For example if increasing E&G funding. Original request was approved for $500 and increasing funding now to $800. Additional money was transferred over from Honors. • Total Travel Cost not filled out correctly – If Zero dollars are being used for travel, but traveler is paying out of his/her own pocket put the estimated “Personal” cost of the trip. Any Questions???