Travel Procedure 1 – Preparation of Form TRV-1

General

The TRAVEL AUTHORIZATION/EXPENSE REPORT, Form TRV-1, must be utilized by all university departments, schools, and offices to obtain approval to travel and to request reimbursement of travel expenses.

The TRV-1 form is available on the Financial Services website.

Form TRV-1 – Travel Authorization/Expense Report

The Travel Authorization/Expense Report is initiated by travelers conducting university-related business.

If travel advance loan or payments to vendors prior to trip are required and the trip involves an overnight stay, the traveler must complete the TRAVEL AUTHORIZATION section of the form and obtain the proper approval(s) before the travel is to take place. Retain this signed form until completion of travel.

If a travel advance loan and/or payment to vendor prior to trip are required and the trip involves an overnight stay, the traveler must complete the TRAVEL AUTHORIZATION and TRAVEL ADVANCE LOAN/PAYMENT TO VENDOR PRIOR TO TRIP sections must be completed. Please note that some registrations are due well in advance of the beginning of a conference. A copy of the form is to be sent to Financial Services at least 10 business days prior to travel, or 10 business days to any registration deadline, whichever is earlier. Do not send the original TRV-1 form to Financial Services before the trip has been completed.

The REIMBURSEMENT OF EXPENSES PAID BY TRAVELER OR CHARGED TO PCARD section must be completed and submitted to Financial Services within 10 business days of the return to campus.

Completing the TRAVEL AUTHORIZATION Section

Completing the TRAVEL ADVANCE LOAN/PAYMENT TO VENDOR PRIOR TO TRIP Section

Completing the REIMBURSEMENT OF EXPENSES PAID BY TRAVELER/OR CHARGED TO PCARD Section

Completing the TRAVEL AUTHORIZATION Section:

All items must be completed by the traveler.

If the traveler is a non-resident alien, contact John Kirkman, Payroll Tax Manager.

TRAVELER’S NAME:
The traveler’s name.

UNIVERSITY I.D. NUMBER:
The traveler’s University identification number.

UNCG EMPLOYEE:
Check yes if an employee.

TELEPHONE NUMBER:
Fill in the contact person’s telephone number.

DATE FILED:
Date travel authorization is prepared.

ADDRESS:
If an employee, the traveler’s campus address. If not an employee, the traveler’s home address.

ARE YOU A STUDENT?:
Check applicable box.

CITIZENSHIP STATUS:
Check applicable box.

DESTINATION:
The traveler’s destination.

DESCRIPTION:
Check the appropriate box for reason for travel. (Official State Business occures when a University employee or other person is traveling to attend approved job related traning, work, on behalf of, officially represent, or provide a state service upon the University’s request. Academic Credit and Student Activity are for student use only.) Provide a brief explanation of the travel’s purpose. If an association meeting or convention is being attended, you may abbreviate.

ESTIMATED COST OF TRIP:
Fill in estimated cost of trip not exceeding the expected reimbursement. Use worksheet on back of form for assistance.

PERIOD COVERED BY THIS VOUCHER:
The begin and end dates of the proposed travel.

TRAVELER’S SIGNATURE:
The traveler’s signature.

SUPERVISOR/AUTHORIZING SIGNATURE(S):
The supervisor’s signature indicates the approval of the business travel and any specific exceptions relative to lodging, the use of a personal car or rental vehicle, airport parking, and any other exceptions for valid University business purposes.

Completing the TRAVEL ADVANCE LOAN/PAYMENT TO VENDOR PRIOR TO TRIP Section:

This section needs to be completed only if the traveler requests a travel advance loan or requests items be paid directly to the vendor prior to trip.

The travel advance loan requested can be no more than the estimated cost, and can be no less than $100.

If payment to vendor for airfare or registration is required, complete the necessary items in this section and attach the original invoices for payment.

Send a copy of the partially completed form to the Office of Accounting Services for processing. The original should be kept in the traveler’s office for completion at the end of travel.

TRAVEL ADVANCE LOAN/PAYMENT TO VENDOR PRIOR TO TRIP:
Fill in amount of cash advance requested.

Travel Costs Paid by University Prior to Trip:

FUND NUMBER FOR COSTS PAID PRIOR TO TRIP:
Fill in six-digit fund to charge. The fund holder’s initials and supervisor’s signature must be on the Supervisor/Authorizing Signature(s) line in the ‘Travel Authorization’ section.

AIR:
Fill in amount of airfare paid by the University and attach original invoice.

REGISTRATION:
Fill in amount of registration paid by the University and attach original invoice or supporting documentation showing amount of fee.

Completing the REIMBURSEMENT OF EXPENSES PAID BY TRAVELER/OR CHARGED TO PCARD Section:

On the original form where authorization was granted by completing the ‘Travel Authorization’ section, complete the transportation, subsistence, and other items in this section showing actual expenses. Note that any items paid by the University prior to travel (per the TRAVEL ADVANCE LOAN/PAYMENT TO VENDOR PRIOR TO TRIP section) should not be included in this section.

Any ‘other’ expenses must have a receipt or an explanation attached to the TRV-1 form. The supporting explanation may also be written in the box on the reverse side of the form.

Entertainment expenses claimed must include who was entertained, its business purpose, and must be supported by itemized receipts. Entertainment expenses may not be charged to a state fund (11XXXX). If the fund holder is someone other than the person authorizing the travel reimbursement, the person authorized to sign for the fund being used to reimburse entertainment expenses must initial the approval area.

Reconcile any amount due to the traveler or the University. Show amounts due the University in parentheses and attach a check in that amount to the TRV-1. Checks should be made payable to UNCG. Do not send cash.

Transportation:

Actual cost for appropriate transportation. Attach receipt unless paid prior to trip by the University. Do not include any amounts paid by the University prior to trip.

MILEAGE MILES AT $:
Actual mileage, the rate per mile, and the total amount.

RENTAL CAR/TAXI:
If rental car is used, attach receipt. Cost of insurance is not reimbursable. See Policy 7 for rules concerning car rental.

Actual cost for intercity or airport transportation. Attach receipts for airport transportation greater than $20 and for all intercity transportation.

Subsistence:

HOTEL NIGHTS AT $:
Actual number of nights at a commercial lodging establishment, room rate (including tax) per day, and the total amount. Original receipt must be attached.

MEALS:
The number of breakfasts, lunches, and dinners the traveler claims, the per diem amount per meal, and the total amount. See Policy 5 for rules and per diem rates concerning meals. Meals cannot be claimed if included in a conference registration fee.

Other:

REGISTRATION:
Actual cost of registration fees. Attach receipt unless paid prior to trip by the University. Do not include any amounts paid by the University prior to trip.

OTHER:
Attach explanation or use back of form. This section may be used for business telephone calls, faxes, postage, baggage tips, books, tapes, etc.

TOTAL EXPENSES TO BE REIMBURSED:
Sum of expenses to be reimbursed.

ENTERTAINMENT:
Attach itemized receipt and on reverse side of receipt list who was entertained and business purpose of entertainment. The fund holder’s initials must appear below the fund number.

LESS TRAVEL ADVANCE LOAN RECEIVED:
Complete travel advance loan received from ‘Travel Advance Loan/Payment to Vendor Prior to Trip’ Section.

TOTAL DUE TRAVELER/UNCG:
Calculate amount due to traveler or UNCG. Reconcile any amount due to the traveler or the University. Show amounts due the University in parentheses and attach a check in that amount to the TRV-1. Checks should be made payable to UNCG. Do not send cash.

TRAVELER’S SIGNATURE:
Traveler’s signature stating that expenses listed are accurate and were incurred for University business.

SUPERVISOR’S SIGNATURE(S):
Signature of supervisor of traveler stating that the reimbursement request is just, necessary and reasonable and in compliance with University policies.

FUND NUMBERS:
List funds to charge.

FUND HOLDER INITIALS:
If the fund holder is someone other than the person authorizing the travel reimbursement, then those approvals for any funds listed must be obtained separately under ‘Fund Initials’.

AMOUNT REIMBURSED:
Fill in the total dollar amount to be charged to the six-digit fund number. The total of the ‘Amount Reimbursed’ column must equal the total in the ‘Total Expenses to be Reimbursed’ box.

COMMENTS:
Add any additional comments, if necessary, to process travel authorization.

TRV-1 FORM COMPLETED BY:
Print name and telephone number of individual completing travel authorization.

Form TRV-1, Travel Authorization/Expense Report