Navigating travel documentation doesn’t have to be a headache. For our Finance Division newsletter this month, we’re diving into the “Secret Sauce” of a perfect Travel Authorization (TA). Based on the latest updates from Chapters 2 and 3 of the Travel Manual, here is exactly what you need to include to ensure a smooth approval process.

What Exactly Goes in a TA?

A Travel Authorization is more than just a notification that you’ll be out of the office. To ensure accuracy and compliance, every TA must contain these five core elements:

1. Logistics: The “Who, Where and When”

The TA must clearly state:

• Traveler Status: Ensure your employee ID and department IDs are current.
• Destination(s): List all cities you will be visiting for official business.
• Official Travel Dates: Include any personal days if you are combining business with leisure (note: expenses for personal days are not reimbursable).

2. Purpose of Travel: The “Why”

The business purpose should avoid vague descriptions like “Meeting.” Instead, provide:

• Meeting/Conference Titles: Use the full name of the event.
• Role: Are you a presenter, an attendee or a facilitator?
• Benefit to the university: A brief sentence on how this travel supports the college/university goals.

3. Comprehensive Cost Estimates

Chapter 3 emphasizes that a TA is a budgetary tool. You must provide realistic estimates for:

• Airfare and Transport: Include baggage fees and ground transportation (taxis, shuttles or rental cars).
• Lodging: Ensure the rate falls within the approved per diem for that specific location.
• Meals and Incidental Expenses: Use the standard per diem rates—remember that meals provided by a conference may be deducted in the travel reimbursement.

4. Funding Sources: The “How”

A TA cannot be processed without a valid project. You must specify:

• Cost Center/Project Codes: If the trip is split between two projects, clearly define the percentage or dollar amount assigned to each.
• Grant or Contract Numbers: If applicable, ensure the travel is allowable under the specific grant’s guidelines.

5. Required Attachments and Special Approvals

Before hitting “submit,” check if you need:

• Conference Agenda: To verify meal deductions and session dates.
• Special Justifications: If you are requesting a rental car (rather than public transport) or lodging that exceeds the standard per diem rate, you must attach a written justification.
• Special Approvals: If requesting special justifications that require department head approval, be sure to attach the approval.

Pro-Tip from the University Travel Team

TAs should be submitted for approval at least 10 business days before departure. This allows for any necessary corrections and ensures your airfare can be booked at the best possible rate.

Learn More

For more detailed information, please refer to the Travel Manual, Chapter 2: Authorization Procedures and Chapter 3: Completing a TA.