UF Travel Guidelines and Instructions
This file contains comprehensive travel guidelines and instructions for UF employees. It outlines the necessary forms and procedures for travel authorization and expense reimbursement. Users will find detailed information on travel policies, expenses, and submission processes.
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How do I fill this out?
To fill out this form, start by gathering all necessary information related to your travel. Next, ensure you have the appropriate authorization from your department. Finally, complete the form accurately and submit it along with any required documentation.
How to fill out the UF Travel Guidelines and Instructions?
1
Gather necessary travel details.
2
Obtain department authorization.
3
Fill out the Travel Authorization Form.
4
Submit the form for approval.
5
Once approved, keep the confirmation for records.
Who needs the UF Travel Guidelines and Instructions?
1
UF employees who are traveling for business purposes.
2
Principal Investigators needing to justify project-related travel.
3
Department administrators managing travel logistics and expenses.
4
Conference attendees seeking reimbursement for registration and travel costs.
5
Any staff members requiring reimbursement for travel-related expenses.
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What are the instructions for submitting this form?
To submit this form, first ensure all required fields are completed accurately. Send the completed Travel Authorization Form to your department head for approval, and once approved, submit the Travel Expense Report along with receipts to the finance department via hobi-fiscal@ufl.edu. You may also use the online submission portal provided by your department for sending these documents securely.
What are the important dates for this form in 2024 and 2025?
Important dates for submitting travel forms include the following deadlines: Travel Authorization Forms must be submitted at least 5 business days before trip dates. Expense reports are due within 5 business days after completing travel. Always check department-specific guidelines for any updates.
What is the purpose of this form?
The purpose of this form is to ensure adherence to the University of Florida’s travel directives. It facilitates the approval of travel plans and the reimbursement of related expenses incurred by employees on official business. Proper completion of this form helps maintain financial compliance and supports thorough record-keeping.
Tell me about this form and its components and fields line-by-line.
- 1. Travel Authorization Form: Form required for obtaining the necessary approval prior to travel.
- 2. Travel Expense Report Form: Form used to submit claims for reimbursement of travel expenses after completion of travel.
- 3. Itemized Receipts: Documentation required to substantiate expenses incurred during travel.
- 4. Travel Confirmation Email: Email confirmation received after submitting the TA form.
- 5. TER Confirmation Email: Email confirmation sent after submitting the TER.
What happens if I fail to submit this form?
Failing to submit this form can result in delayed or denied reimbursement for travel expenses. It may also lead to non-compliance with university policies.
- Delayed Reimbursement: Expenses may not be reimbursed in a timely manner without proper submission.
- Non-compliance Issues: Failure to follow submission guidelines may result in disciplinary actions.
- Financial Liability: The traveler may be held responsible for any unapproved expenses incurred.
How do I know when to use this form?
- 1. Business Travel: To secure permission for traveling on university business.
- 2. Conference Attendance: To request funding for attending professional conferences.
- 3. Workshops: To ensure compliance when participating in educational workshops.
- 4. Project-Related Travel: For trips linked to specific sponsored projects that require documentation.
- 5. Expense Reimbursement: For claiming funds back after incurring travel-related expenses.
Frequently Asked Questions
What should I do if I need to fill out a travel authorization form?
Gather all necessary travel information and complete the form. Ensure to get the required approvals before submission.
How can I edit the PDF?
You can edit the PDF by opening it in PrintFriendly and clicking on the edit button to make your changes.
What documents do I need to attach when submitting travel expenses?
You need to attach itemized receipts for expenses and any other supporting documents as specified.
Is there a deadline for submitting travel expense reports?
Yes, reports must be submitted within five business days after travel concludes.
Can I save my work on PrintFriendly?
You can edit and download your PDF but currently cannot save it directly on the site.
What if my travel expenses exceed the allowance?
You will need to provide justification for any expenses exceeding the established reimbursement limits.
How do I know if my travel has been approved?
You will receive a confirmation email upon approval of your travel authorization form.
Can I use a personal card for travel expenses?
Yes, personal cards can be used, but you must provide receipts for reimbursement.
What is the mileage reimbursement rate?
The reimbursement rate for personal vehicle travel is 44.5 cents per mile.
Can I submit multiple expenses at once?
You can submit multiple expenses, but ensure each is itemized and justified in your report.
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