Use Form A-112 to encumber estimated funds
for authorized University travel and to prepay for registration fees, conferences,
training seminars and workshops. Use the
A-113 form to claim reimbursements.
PROCEDURES:
Complete the Travel Authorization (TA), Form A-112, for the traveler before the trip date. The administrator responsible for the department's budget must approve the form. Send the completed form to Accounts Payable. The Accounts Payable Office will return the appropriate copy to the traveler after processing. Notify the Accounts Payable Office, in writing, if a trip is cancelled after approval and encumbrance of the travel.
Student travelers may qualify for cash advances with departmental approval. This advance cannot be more than the authorized amount of travel less prepayed or direct paid items.
The following expenses may be prepayed by completing the prepayment section on the A-112 and attaching the documents to be sent with the check.
Use the Travel Expense Report, Form A-113, to reimburse employees for travel not requiring an overnight stay. Report local mileage on a mileage log. Each department may design its own log. Insert the Mileage Log for travel by personal vehicle into the A-113. The traveler and person responsible for the travel budget must sign the A-113 and submit it to Accounts Payable.
Complete the Travel Expense Report within ten days after the trip. Itemize all expenses on the form. Send the A-113 and original receipts to the Accounts Payable Office. Request reimbursements for expenses incurred for entertainment on form A-114. Alcoholic beverage costs are not reimbursable.
If you have questions concerning the use of these forms, contact the Accounts Payable office.
All "A" forms are available from Central Stores at no charge.
REFERENCES:
Please reference: University Rule 3361: 20-53-01