Will you be traveling soon? Before packing your bags, lets do some planning.

Using the following information and answering some questions will help you prepare a Travel Authorization form customized for your trip. You will also obtain information regarding the reimbursement process following your trip.

Will you be traveling soon?

Before packing your bags, lets do some planning.

PANIC!1Contact the front office to complete a Travel Authorization form and to determine funding regulations.Foundation funds follow different Regulations than Department Funds and a Different Travel Authorization Form is RequiredPANIC!5Calculating Mileage

PANIC!Use MapQuest to determine the number of miles you will be driving. Then multiply the number of miles by .2468Contact the Office of Sponsored Programs at (540) 568-6872 if you are not sure what your grant budget allows.Click the Department Funds Button if your grant does not have travel specifications in your budget.Grant funds follow departmental funding regulations unless specified otherwise in the grant budgetDepartment FundsPANIC!4Tips For Planning Overnight TravelThe allowable lodging rate listed on the M&IE rate table does not include tax. When you submit your lodging for reimbursement, an itemized receipt showing the room rate and all taxes listed to show the pre-tax rate.When booking airfare or train tickets, you must purchase economy or coach seats. You also must purchase tickets for the dates that are listed on your Travel Authorization form. If plans change, contact Shannon as soon as possible to see how to best handle these changes.

PANIC!12Reserving A Vehicle

PANIC!To reserve a University vehicle, email Shannon the dates and times that you would like to pick up and return the vehicle. Once a reservation is finalized, you will receive an email reflecting the details of the reservation.

If a rental car is needed for your trip, this will be coordinated with the Transportation office. Please work with the front office to make arrangements.

9Tips For Planning Overnight TravelThe department credit card can be used to pay for conference registration if a Travel Authorization has been approved and if the first day of travel will occur within 90 days.Airfare and train tickets can also be purchased with an approved Travel Authorization form and if travel will occur within 90 days.

PANIC!13Travel Checklist for Overnight TravelKeep ALL boarding passes and submit with reimbursable receipts upon return.Keep and submit all itemized receipts, except for meal receipts. You will receive per diem rates rather than being reimbursed for each meal.If you attended a conference, keep your name badge or the program showing your name as a participant and submit with reimbursable receipts upon return.To see sample Travel Reimbursement Vouchers check out this link http://www.jmu.edu/accountspayable/compforms.shtml

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