Faculty/Librarians Travel Instructions

Please follow these instructions for professional travel, for instance: Attending an off-campus meeting, observing a student teacher, or attending a conference, to guarantee a timely approval and reimbursement for expenses.   

STEP 1:     Faculty/Librarian Travel Authorization Form: Complete as follows regardless of funding sources:

SECTION 1:

£  Name, Department, Dates of Travel & Destination

£  Description/Explanation of Travel – Name of conference/event. Your role, if any.

SECTION 2:

£  Course Coverage - If travel occurs during the academic week, please explain in detail arrangements for course coverage.  Your department chair must approve all coverage plans BEFORE the trip commences and forward it to the Vice President for approval BEFORE your trip.

SECTION 3:

£  Funding Source - When requesting travel money, please indicate the source of all funds.  Each faculty member is allocated $200.00 through departmental travel funds. Other funding sources (Nursing Trust Fund, MERC, CELTSS, etc…) must be indicated. 

£  Approval signature – Department Chair

£  Send to the Department Secretary – the department secretary will forward the form to the Office of Academic Affairs for approval by the Academic Vice President.

£  The Office of Academic Affairs will return the signed forms to the department secretary.

 **** NEW STEP VERY IMPORTANT****

New regulations REQUIRE that these steps be completed at least one week IN ADVANCE of out-of-state travel.   

STEP 2:   TRAVEL OUTSIDE THE COMMONWEALTH: Only if trip is outside of Mass

• Travel Outside of the Commonwealth Form – This form needs to be completed (including signatures) and must include the General Encumbrance number.
• Date Prepared
• Name of Traveler(s)
• Type of Traveler(s)
• Destination
• Dates of Travel (from/to)
• Mode(s) of Transportation
• Purpose of Travel
• FOAP information (Fund, Organization, Account, Program)

This information should be supplied by the department secretary or chairperson.

• Department Chair/Director’s Authorization
• Your Signature
• Vice President’s Signature

£  General Encumbrance – has to be created in Banner by the department secretary.  The Business Office will approve the encumbrance only once the completed Travel Outside of the Commonwealth Form is received. 

£  Submit the Travel Outside the Commonwealth form once completed with General Encubrance Number to the Business Office.

All travel forms, documents, and receipts relating to this travel MUST reference the General Encumbrance number.

***Travel Outside the Commonwealth and Travel Authorization form should be accompany each other for the Vice President’s Signature.***

STEP 3:     TRAVEL

q  COLLECT ALL ORIGINAL RECEIPTS -All receipts should have:        

·         Date & Time

·         Cost

·         How it was paid (i.e. cash, check* or credit card)

*Cancelled Check front and back copy or bank printout with check numbers under it.

 CREDIT CARD STATEMENTS WILL NOT BE ACCEPTED AS A RECEIPT

That it was paid (zero Balance)

·         You should include a copy of your itinerary and/or conference agenda, where applicable.

If you use the Internet to book your travel please remember to printout all pages.  Also include all boarding passes and hotel receipts that you receive, to back up the Internet printouts.   

All travel forms, documents, and receipts relating to this travel MUST reference the General Encumbrance number.

STEP 4:    TRAVEL EXPENSE VOUCHER (blue form): After your trip, complete this form within 30days from the start date of your travel- unless it is near the end of the fiscal year then please be aware that the dates change.

£  General Encumbrance Number – Write at the top – If applicable

£  Header Section - Full Name, Department, Address, SSN#, date, union – (same as appears on Pay Advice) 

£  Detail Section – complete the following 8 items:

1.      List all dates (Start Date, end date, and all dates in between where you incurred expenses)

2.      From/Return-next to corresponding dates should read where to where

i.e. 3/10/04 Framingham, MA to San Francisco, CA

3/11/04 Hotel to Museum to Hotel

3/12/04 San Francisco, Ca to Framingham, MA

3.      Air, Train or Boat Fares or if Driving: # of Miles, Amount Reimbursed (.45 per mile) and odometer readings beginning and end (all listed on appropriate date line)

4.       Hotel Amount

5.       Meals – only for travel more than 24 hours
corresponding dated line, time is noted on receipts please use judgment when listing:          Breakfast  $4.75,  Lunch  $8.50,  Dinner  $11.75

6.      Other Travel – list other fares, registration fees, parking.

7.      TOTALS – Bottom of each column and the end of each row

8.      Last box on the right grand total

ALL FOREIGN EXCHANGES NEED TO BE CONVERTED (http://www.oanda.com/convert/fxhistory)

Please provide printout of conversion for the expenses incurred during the dates of travel with receipts.

£  Amount to be reimbursed – this is the approved amount from your Travel Authorization

£  FOAP Expenditure Break Down - (Fund, Organization, Account, Program)

This information should be supplied by the department secretary or chairperson.

£  Back of the Form - Dates (start and end) and description of travel

£  Attach All Original Receipts – if applicable General Encumbrance numbers should be written on receipts.

£  Sign and date

£  Chair sign and date (if department funds used)

£  Make Copies of Forms and Receipts - to be kept for your own files.  

£  Send to the Department Secretary – the department secretary will forward the form to the Office of Academic Affairs for approval by the Academic Vice President.

Within 30 days of the start of your Travel

(Example: traveling on September 15^th through September 20^th the Travel Expense Voucher is due on October 14^th)

*** Please watch for due date changes in May, due to the end of the Fiscal Year.***  

£  The Office of Academic Affairs will return the signed forms to the department secretary.

* For faculty members who travel often (observation of student teachers, ongoing conferences and the like) it’s IMPERATIVE that you submit a Travel Authorization Voucher and for each month of traveling Travel Expense Voucher. The Business Office will no longer accept one voucher for the entire semester.  Vouchers must be received no more than 30 days after the first date of travel.

 If you have any questions concerning types of receipts, documentation and/or procedures for obtaining your reimbursement please call Academic Affairs at extension 4582.

Travel Authorization - To be completed 2 weeks prior to travel.
Travel Outside the Commonwealth (page 2) - To be completed when traveling out of state.
Travel Expense Voucher - To  be completed within 30days from the start date of your travel.