INSTRUCTIONS FOR COMPLETING
TRAVEL AUTHORIZATION FORMS AND TRAVEL EXPENSE REPORTS
FOR H&S FACULTY, STAFF, AND STUDENTS
Travel Authorization Form
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.
•Please review the Travel Policy on the Ithaca College website :
http://www.ithaca.edu/financial_services/travel/travelpolicy/
FORM INSTRUCTIONS
Section II: Trip Information
• Trip Purpose: please use one of the following options:
a) Conference and Research Presentations (include name of conference)
b) Research and Fieldwork
c) Professional Development – Workshops (include name of workshop)
d) Faculty Recruitment
e) Student Recruitment
f) Co-Curricular Student Activity (include name of organization or course, if relevant)
g) 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.”
Section III: 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, etc.), and the amounts being provided by
each source. Note if you are using the Professional Development, International, 2nd Trip, or
Chaperoning students funds.
•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.
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Travel Expense Report
GENERAL GUIDELINES
•Expense Reports must be completed within 10 days of return from a trip to allow for prompt
reconciliation of accounts and budgets. Failure to turn in Expense Reports in a timely fashion may
jeopardize reimbursement.
•You must complete a Travel Expense Report even if you are not requesting reimbursement, in order
for expenses paid by Ithaca College to be properly closed out.
•If you traveled in a group, include on the Expense Report only those expenses that you personally paid
for (e.g., if your hotel was covered on another traveler’s credit card, do not list that expense here;
conversely, if you paid for more than one person’s hotel and/or meals, include the total expense here,
and indicate on the receipt the names of the travelers you paid for).
•The completed form must be signed by both the traveler and the Department Chair, and turned in to
your Department Assistant. The Department Assistant will review the form for completeness and
accuracy, and then forward it to the Dean’s office for final review and approval.
DETAILED INSTRUCTIONS
Section II: Trip Information
•Trip Purpose: please use one of the following options:
a) Conference and Research Presentations (include name of conference)
b) Research and Fieldwork
c) Professional Development – Workshops (include name of workshop)
d) Faculty Recruitment
e) Student Recruitment
f) Co-Curricular Student Activity (include name of organization or course, if relevant)
g) 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 traveled alone, select “1” for the number of travelers and indicate your status.
-If you traveled 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.”
Section III: Trip Expenses
1. Expenses paid for with a personal check, personal credit card, or cash should be listed in the “$ Paid
by Traveler” column. Include the original receipts for these items with the expense report. Also, it
will be necessary to include the payment method. This will ensure that these are charges have not
been paid by Ithaca College already.
2. Expenses paid for with an Ithaca College Travel Card, a Voucher Authorization Form, or a direct
department charge (e.g., college vehicle rental), should be listed in the “$ Paid by Ithaca College”
column
3. Receipts – Include original receipts for “$ Paid by Traveler”. Include copies of receipts for “$ Paid
by Ithaca College.” Note the original receipts for “$ Paid by Ithaca College” should be kept with the
credit card statement.
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-Use separate pages for receipts for expenses Paid by Traveler and for receipts for expenses Paid by
Ithaca College, and label the pages accordingly
-Receipts for expenses must show itemized purchases (e.g., a restaurant check stub is not sufficient;
the receipt must list individual expenses); credit card receipts showing the total spent are not
sufficient.
-If you charged expenses for another traveler (e.g., for meals or hotel room), include that expense
here, and write the names of the travelers on the relevant receipt(s)
-All expenses, including for meals, taxis, etc., must have a receipt for approval and reimbursement
purposes; Ithaca College does not grant per diems.
4. If you drive your own vehicle for the trip, you may claim only mileage (i.e., do not include gasoline
receipts). {College policy limits mileage reimbursement to 180 miles.}
5. If travel was international, you must provide conversion of foreign currency for each day of travel
on each receipt (for additional guidelines for international travel, see
http://www.ithaca.edu/financial_services/travel/docs/ICTravGuide/)
-for international receipts in a language other than English, please write on each receipt the nature of
the purchase
6. Under “maximum funding authorized,” include the total amount you have or are eligible to receive
to cover the cost of the trip.
Section IV: Reimbursement Funding Sources and Amounts
• Please include the account number from which any reimbursement due to you will be drawn. In most
cases, this will be your department’s travel account; you can work with your department assistant or
chair to get the right one.
• For expenses charged to the ICTravel Card, please note that account numbers are assigned in the
reconciliation process, and on a charge-by-charge basis--and not through the expense report process.
You will need to be sure to designate account numbers on those receipts, especially if you have
multiple funding sources for a given trip.
Note: All faculty who use an Ithaca College Travel Card to charge expenses are required to review
and submit their statements every month.
-The statements must be signed by the card holder and by the Department Chair.
-Submit the signed statements to your Department Assistant, who will keep your original receipts on
file after you have submitted the Travel Expense Report.
Comprehensive information about College Travel policy and procedures can be found at the
Travel Services website: http://www.ithaca.edu/financial_services/travel/.