Saint Louis University
School of Medicine – Medical Affairs Unit
International Travel Approval Form
1. Traveler’s Name – Status
2. Department
3. Destination
4. Purpose
5. Sponsoring organization (for conferences)
6a. Presenting paper/Invited speaker
Yes 
6b. Officer or Director
No 
Yes 
No 
Please attach supporting materials such as brochures describing meeting and agenda, letter of invitation for
invited speaker, acceptance of abstract for presentation, and so forth.
8a. # Business-purpose days 8b. # Personal days
7. Dates of Travel
Depart:
Return to St. Louis:
9. Cost of trip (estimated)
8c. Business Itinerary
Date and City
Business purpose
Hotel
(i.e., “Dec 8-Venice”)
Transportation – Air
Transportation – Ground
Meals
Registration
Other
Total
11. Non-University sources of funds
10. University Expense allocation
Fund Number / Title
12. Traveler’s Signature
Amount
Date
Source
Amount
Business Manager’s Signature
Date
Date
13. Approvals
Division Head
Date
Department Chair/Director
Finance Office Certification of Funds
Date
Dean/Vice President
Travel must comply with SLU travel policy and with grant policy, if applicable.
Notes:
Date
MS 4/08
INSTRUCTIONS FOR COMPLETION ON NEXT PAGE
Instructions for Completing International Travel Approval Form
Policy
It is the policy of Saint Louis University that all international travel be approved in advance by the Dean of
the appropriate School and/or the Director of the appropriate Center. Final approval is authorized by the
Vice President of the University. Advance approval assures that the expenses for the trip are acceptable
and that reimbursement will take place in a timely fashion. This form has been designed to document the
required advance approval.
Item
1
2
3
4
5
6a
6b
7
8a
8b
8c
9
10
11
12
13
Instructions for Completion
Self-explanatory
Self-explanatory
Destination(s) of trip (city and country)
Brief statement of purpose of trip, e.g., “Present paper,” “board meeting” and so forth
Name of the organization sponsoring a meeting or conference
Check “Yes” if traveler will be presenting a paper at the conference/meeting.
Check “Yes” if traveler is an officer or director of the organization.
Provide the date that the trip starts from St. Louis and the date of return to St. Louis.
Provide the number of days (from the range of dates provided in Item 7) which are actually
spent in traveling to or from the event or are spent in attending the event(s). Days with a
business purpose are the only days for which expenses will be reimbursed.
[Items 8a and 8b should together account for all of the dates provided in Item 7.]
Provide the number of days (from the range of dates provided in Item 7) which are personal.
Traveler assumes responsibility for all expenses on these days.
[Items 8a and 8b should together account for all of the dates provided in Item 7.]
For each of the “Dates of Travel” provided in Item 7, please provide a clear itinerary
including travel days to and from destination and personal days.
Provide the estimated costs of the trip by category and enter the resulting total.
Provide details of the University sources of funds to be used, by fund, including the amount to
be charged to each fund.
Provide details of the non-University sources of funds to be used, by source, including the
amount to be charged to each outside organization involved.
The traveler and Business Manager should sign and date the request.
Each request must be approved by the appropriate administrators. The availability of the
University sources of funds must be certified by the Medical Center Finance office.
THIS FORM MUST BE COMPLETED AND APPROVED BEFORE ANY TRIP-RELATED
EXPENSES ARE INCURRED, (i.e., AIRFARE, LODGING, REGISTRATION, etc.). FAILURE
TO COMPLETE THE FORM PRIOR TO THE TRIP DEPARTURE DATE COULD RESULT IN
DENIAL OF REIMBURSEMENT FOR UNAPPROVED TRAVEL EXPENSES.