FAQ - Travel Authorization

Travel Authorization

Is a form is required for travel outside the continental US?
Yes.The Travel Authorization form is used for travel outside the contiguous US.  This form is used for travel to all foreign destinations, as well as Alaska, Hawaii, Puerto Rico and Canada.

Is a TIF form used for travel outside the continental US?
No. A TIF is used only for the 47 continental US (US minus Hawaii, Alaska and Connecticut)

Is this form submitted electronically?
No. It must be submitted by mail.

 Should a traveler traveling to Hawaii process his/her travel on a Travel Authorization form?
Yes.  Hawaii is part of the US, but not part of the contiguous US.  Therefore, a Travel Authorization form should be completed.  All back up, including award letters and air itineraries, should be attached to the TA.

 Will funds be encumbered from the Travel Authorization form?
Yes.  All funds on the TA will be encumbered.  Funds included are air tickets, purchased through a contracted agency or purchased with the personal credit card of the traveler.  Also encumbered, is the "all other costs" whether an advance is requested or not.

 Are all sub codes on the Travel Authorization coded to the foreign sub code 2621?
No.  Travel Authorizations are completed for travel outside the contiguous US.  Travel to Hawaii, Alaska, Puerto Rico and Canada are outside the contiguous US.  The sub code, though, to be used for travel to those four destinations should be 2620.

Does the Travel Authorization forms need to be completed, signed and approved before the traveler leaves for his/her trip?
Yes.  Written prior approval must be completed prior to the trip, and forms must be mailed to the Travel Office, Unit 6220.

 If the traveler is leaving for a last minute trip, and not enough time was available to mail the paperwork to the Travel Office (Travel Authorization and any required back up), should the travel preparer fax the TA and all back up to the Travel Office?
No.  It is not necessary to fax a TA to the Travel Office in that situation.  The TA should be completed and signed BEFORE the departure date of the trip.  The TA can then be mailed or dropped off at the Travel Office as soon as possible.  The paperwork does not have to be physically present in the Travel Office before the departure date of the trip.

Should a Travel Authorization form be filled out whether the traveler is asking for an advance or not?
Yes.  A Travel Authorization is required for ALL travel outside the contiguous US, regardless of whether the traveler is requesting an advance or not.

Does a "no cost" trip requires prior approval?
This is somewhat confusing .  "No cost" trips require prior written approval within your own department.  If the traveler is not asking for a Bradley parking permit, the approval form can be filed in the department.  It is not necessary to send the TA to the Travel Office under those circumstances.  

When a traveler purchases his/her own air ticket, can that amount can be included in the advance?
No.  The advance can only be 75% of the "all other costs."  Air ticket costs can not be included in the advance since the option to direct bill the ticket through one of the contracted agencies is available.