Travel Authorization Form: H&S Instructions

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Instructions for Completing Travel Authorization and Expense Report Forms in H&S

GENERAL GUIDELINES

Travel Authorization forms must be submitted to the dean’s office at least two weeks before you depart.

• If you use Ithaca College funds to make purchases more than two weeks in advance (e.g., with an IC Travel Card or a Voucher Authorization Form), you should complete the Travel Authorization Form at the time of making those purchases, and submit the form along with documentation for those purchases.

If you are traveling internationally, the Travel Authorization Form must be completed at least 8 weeks in advance; a copy of the authorized form will also be forwarded to Travel Services at that time.

FORM INSTRUCTIONS

Trip Information

Trip Purpose: please use one of the following options:

• Conference and Research Presentations (include name of conference)
• Research and Fieldwork
• Professional Development – Workshops (include name of workshop)
• Faculty Recruitment
• Student Recruitment
• Co-Curricular Student Activity (include name of organization or course, if relevant)
• Internship or Student Teacher Supervision

If your trip does not conform to any of these choices, please consult the Dean’s office prior to completing the form.

Number and Type of Travelers

• This is a required field.
• If you will travel alone, select “1” for the number of travelers and indicate your status.
• If you will travel as part of a group, put the total number of travelers in the first column, separated on each line by status. E.g., if you and a colleague are taking a group of 5 students to a conference, on the first line, type “2” and choose “faculty” and on the second line type 5 and choose “student.”

Funding Sources and Amounts

Maximum Funding Authorized: Put here the total funds available to support this trip, from all sources.
Internal funding account number(s) and amounts:

• You should list here, by name, all source(s) of IC funding for this trip (e.g., H&S Professional Development Fund, Graduate and Professional Studies, Provost’s office, EGI award, etc.), and the amounts being provided by each source.
• It is not necessary to fill in account numbers in this box.

External funding/grant sources and amounts:

• You should list here the name of the external grant and the amount of funds available for this trip.
• It is helpful if you can provide the project code associated with the external grant.

Note: It is imperative to inform the Dean’s office about all sources of funding for a trip you are taking, to insure that the correct accounts are charged and appropriate funds transferred to cover expenses.