Forms

Additional References

Unsure of which reimbursement method to use? Read our Reimbursement Reference Guide for guidance.

Forms

Travel Authorization Form
Complete the travel authorization form at least 8 weeks prior to international trips and 2 weeks prior to domestic trips. Obtain your supervisor's approval and give the completed, approved Travel Authorization form to your Departmental Administrator to keep on file while you travel. If your trip is international, also provide Travel Services a copy of your TAF. Further instructions are on the form.

Expense Report Form
Fill out, print, and submit a travel expense report and supporting documents to Travel Services once you have completed your trip. All ORIGINAL documentation for reimbursement directly due to employee should be taped to 8 ½” X 11” pieces of paper. Attach copies of receipts charged on Corporate Credit Card. Cash advances MUST be listed on the expense report form. If an original receipt is not available, prepare a memo giving detailing why the receipt is unavailable; sign it and submit it to your supervisor for approval of the expenditures and include it with the expense report form.  When meals are charged to PERSONAL credit card, please provide both the credit card receipt and the vendor’s receipt with expense report form. Additional guidelines for the funding of Faculty travel for professional and scholarly activities are described in detail in the Faculty Resource Guide provided by the Provost’s Office.

Travel Card Transaction Update Request Form
Card administrators must use this form when a traveler in their department travels using another department's funding. The card administrator will fill out this form detailing the traveler's transactions, then print the form and fax it to the sponsoring department. After the sponsoring department fills in the Parnassus account numbers to bill the transactions, the sponsoring department should then fax the completed form to Travel Services.

EFT/Direct Deposit Form
Electronic Funds Transfer/Direct Deposit FAQ and Authorization Form
 

Request for Vehicle Form
Requests for college vehicles should be completed when requesting travel authorization, as such, the "request for vehicle form" link will direct you to the travel authorization form. Once you submit the travel authorization form, you will see an option to apply for a college vehicle. Departments should maintain records of approved travel authorization and request for vehicle forms.

Voucher Authorization Form
Used mainly for travel expenses. Please contact the AP department if you plan to use this for accounts payable purposes. Voucher Authorization form can be used to request Wire Transfers, Paper Checks, reimbursements out of pocket expenses prior to travel. The voucher authorization form must be accompanied with an original bill stating charges and if any other payments have been received.

Tax Exempt Forms
Documentation acknowledging the college's tax exempt status

Online Travel Card Request and Agreement Forms
Read Travel Card Policy document before completing the forms