TRAVEL PROCESSING TIPS

As you know, it is the responsibility of the Finance Office to review and approve travel expenses.  Our goal is to provide a quick turn-around time in order to reimburse the traveler ASAP upon their return.  To assist your staff, we have put together the following tips that will help to expedite the process without delays.

• Air/Rail expense on the DBAF and P-Card must be charged to the DBAF Clearing account (424-XX/255A) when the travel is on federal or federal pass-thru funds.  Air/Rail expense may be charged direct to the fund when the travel is on general or non-federal funds.
• Review Travel Support Form to make sure it is complete
• Section 1 - name, employee id, purpose, itinerary to include city and state, departure and return dates and times are required fields.
• Section 2 - check boxes are required; If registration is pre-paid, then P# or SRFC# is required;  DBAF or P# is required when travel includes airfare.
• Section 3 - review completed fields and verify receipts are attached; if receipt is missing, request memo from traveler with adequate justification for approval by Budget Executive and FO.  Please attach a copy of the CONUS Meal and Incidental Expense rates/OCONUS Per Diem rates for the location.
• Section 4 - Budget Distribution field should be completed.
• Signature of the traveler is required.  If the travel is on federal funds and the traveler is not paid from the project, the PI's signature (Dept Head's in his/her absence) is also required.
• Submit SRFC with a complete explanation of the travel expense.  Forward backup to Finance Office for review/approval.