Materials Science and Engineering Administration
MS&E TRAVEL REQUEST FORM
Is this travel request for international travel?
If yes, please read the UTD International Traveling rules below. If not, go to Section A of this form to complete your
request.
All requests for international travel must be made at least 30 days prior to your departure date as it requires approval from
UTD’s President. This request must be filled out for everyone traveling outside the USA/Canada/Mexico, regardless of the
source of funds.
All students traveling internationally must follow a very specific UTD procedure for international reservations
and should contact Christie Wright as soon as they learn that they will be traveling abroad (at least 30 days).
If your request is within the 30 days prior to trip departure date, proceed by completing the form below.
Section A – Flight & Rental Car Reservations
Traveler’s Name:
Airline Name and
Frequent Flyer #:
Traveling Dates:
Seat assignment preference:
Aircraft location:
Front
to
Window
Middle
Aisle
Back
FLIGHT INFORMATION
Destination (please specify city, state, and country as appropriate):
From: (specify airport & flight number)
Departure date:
Flight number:
Departure date:
Flight number:
Time:
Airport:
Time:
Airport:
To: (specify airport & flight number)
Arrival date:
Airport:
Arrival date:
Arriving City:
Time:
Arriving City:
Time:
Airport:
If you have not selected your flight yet, give us your date, time, and airport preference:
Will you need a rental car?
Comments:
YES
NO
NOTE: If you decided to use other means of transportation such as Greyhound Bus or Amtrak Rail, please
book your own reservation and save all pertinent receipts for reimbursement records.
If you chose to drive your own vehicle, review the mileage policy on the UTD website
http://www.utdallas.edu/utdgeneral/business/procure/departments/travel/ .
MS&E - Internal Department Form
Last Revised 1/09/09
Materials Science and Engineering Administration
Section B – Hotel Reservation
Do you need the AA to make this reservation for you?
YES
NO
If “YES” keep in mind that if our travel agency doesn’t have your personal credit card on their file, the AA will need you to come in person to
provide the number. DO NOT write the number on this form. You will be reimbursed after the trip is over for your expenses.
Hotel name:
Is this the conference hotel:
YES
NO
Have you register for the conference already?
YES
NO
If “NO” do you need the AA to register you?
YES
NO
If “YES” the AA will contact you to ask you some
specific questions to be able to make the conference reservation. Provide AA your phone #:
Conference name:
Reservation dates:
Arrival date:
Departure date:
Conference registration amount:
Room Rate:
Select the room type below:
Single
Double
Smoking
Non-Smoking
Section C - Trip Purpose Description
When describing the benefit of this trip to UTD, keep in mind that the “benefit to UTD” is different from the “business purpose” of the
trip. You must show that the travel helps you fulfill UTD’s objectives. Example:
Business Purpose: Society Conference in Madrid, Spain
Benefit to UTD: Keep department up-to-date on latest research and developments in the field
Detail description of this trip’s purpose and benefits to UTD:
Is this trip sponsored in part or in full by someone else other then UTD?
If yes, please describe the conditions of sponsorship:
YES
NO
Account number to be charge to:
Please visit http://www.utdallas.edu/utdgeneral/business/procure/departments/travel/ to review the per diem UTD policy and
procedure for traveling within the state of Texas. For Domestic traveling outside of Texas, visit:
http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BASIC Be aware that the per diem for
your departure and arrival days is calculated as ¾ of the total per diem that you receive when you are at your business
destination. Also, if the cost of your hotel is more than 1.5 times the per diem amount, you must contact Christie Wright prior to
booking so that she can get permission from procurement. If you do not, you may not receive full reimbursement.
Traveler’s signature acknowledgement of UTD per diem rate policy (just type your name as your signature):
Signature:
Date:
Once this form is fully completed, e-mail it to Christie Wright for processing and CC your faculty. For any questions, call Christie at ext. 5764.
You will receive an e-mail confirmation of your flight reservation. Please review the information carefully to confirm that all details are
correct. In case of a discrepancy, make sure to bring it to our attention immediately so that changes can be made.
MS&E - Internal Department Form
Last Revised 1/09/09