Please read this brief guide before filling out the on-line Travel Authorization Request.

This is an abbreviated version of the "Reference Guide for Travelers and Travel Representatives" pamphlet from the Controller's Office in the Division of Finance and Administration.

Listed are the key pieces of information that travelers from the Mathematics Department should know in order to be reimbursed for travel expenses.

TIME FRAMES FOR FORM SUBMISSION

Travel Authorization Requests:
Advance Registrations - 30 days
Cash Advances - 20 days
Advance on car rental - 10 working days (or as early as you know)

Voucher for Reimbursement:
should be submitted within 30 days of completed travel

Advance:
should submit all receipts showing how advance was spent

ALLOWABLE TRAVEL EXPENDITURES

Transportation State Contracts
RENTAL CARS - AVIS RENT A CAR, INC.

• Itemized copy of rental agreement required
• Justification signed by traveler required if Avis is not used or if a car larger than compact class "B" used

AIR CARRIERS - REFER TO AIR FARE CONTRACT

• Copy of ticket required for reimbursement
• Justification required if contracted carrier not used.
• First class airfare or additional charges incurred as a result of not taking the most direct route available will not be reimbursed.

Allowed expenses not requiring receipts:
TOLLS, TAXIS, or PARKING under $25 per occasion
PORTAGE CHARGES (limited to $1 per bag, $5 total) per occasion
MANDATORY VALET PARKING for official business, limited to $1 per occasion

Allowed expenses requiring receipts or other documentation:
BUSINESS CALLS
REGISTRATION FEES
TAXIS, PARKING, STORAGE, or TOLLS over $25 per occasion
LAUNDRY, DRY CLEANING AND PRESSING CHARGES - travel must extend beyond 7 days and charges must be necessary for official business portion of the trip.
PASSPORT AND VISA FEES
TRAVELER'S CHECK FEES
MAP CHARGES

VOUCHER FOR REIMBURSEMENT OF TRAVELING EXPENSES (RV)

I need receipts for ALL items claimed on TAR.

		Plane ticket
		Itinerary (flight)
		Conference programs
		Hotel receipt & itemized bills
		Receipts for registration fees

For more information, send e-mail to travel@math.fsu.edu.