(We recommend completing this form on-line to take advantage of drop-down selections, defaults and field formats.)
This document describes situations when an Authority To Travel form must be completed. This document also provides assistance in completing the Authority To Travel form.
Requirements for completing an Authority To Travel form:
Generally, an Authority To Travel form should be completed (even if an expense claim might not be submitted) for the purposes of:
Note: We recommend printing out a copy of the Travel Expense Claim form to help you keep track of individual expenses as they are paid. Since there is limited space [only enough lines to record about a week's worth of expenses] on the Travel Expense Claim, we recommend printing out the Travel Expense Detail form, if you feel you will need more space/lines to record expenses. The Travel Expense Detail Total can be transferred to the Travel Expense Claim form.
|Name||Enter the legal name of the person traveling. This is the name that has been set up in the U-Who and the Human Resource/Payroll About-US systems.|
|NSID||The NSID is the traveler's Network Services ID. This is the User Name people use when they sign in to PAWS. The format is "abc123".|
|UniFi Vendor Number
(not a required field)
|The UniFi Vendor number is the same number as the Banner ID (BID) number (8 digits) assigned to all employees and students. The Vendor Number is used to process reimbursements to employees and students.
If you do not know the vendor number (BID), it can be obtained from the detailed remittance portion of a UniFi cheque received in the past, or by accessing the form "FTIIDEN" in UniFi and doing a search using the "All" option. Call UniFi Support @ 8783 if you require assistance.
|Department / College||Home department or college of the traveler.|
|Phone||Travelers phone number (966XXXX), if the individual is a University employee.
For non-employees, such as a student or a conference guest speaker, please provide a department contact phone number.
|Sponsoring Entity||Please enter the name of any organization, other than the University of Saskatchewan, who will be reimbursing this trip or a portion of this trip.|
|CFOAPAL||Enter the accounting information, UniFi Fund, Org, Account Code, etc., to indicate where the expenditures for the trip will be charged. This is of particular importance when a Travel Agent is charging airfare/travel arrangements directly to a CFOAPAL using the University's corporate travel card.
|$ or % Split||If applicable, indicate a maximum dollar amount to be charged to a particular fund, or indicate the % of expenses to be allocated to each fund.|
|CFOAPAL Approval||Signature of Financial Manager approving charges to the fund(s) indicated, if different than the travel "Authorization" signature(s) at the bottom of the form.|
|Destination - City, Prov/State||City and Province/State you are traveling to.|
|Country||Select the name of the country you are traveling to. If the country name is not listed, select Other, complete the remainder of the form on-line, and then record the country name on the form after you print it.
Note: For destinations other than Canada, consult University policy 7.01 "International Travel Risk Management - Academic Mobility Programs" and the related the Procedures and Guidelines available at http://www.usask.ca/rmis/risk/
Appendixes A and C are required for all university-approved international academic mobility programs designed, delivered, or organized by faculty, staff or students, including:
|Destination Contact Phone /Cell Phone||Please provide a phone number that will enable us to contact the traveler in case of emergency, travel advisory updates, etc.
You may provide a cell phone number if it is enabled at the destination.
|Departure Date||The date the employee departs for the business trip.|
|Return Date||The date the employee returns from the business trip.|
|Purpose||Please select from the drop down list provided on the form.
Valid values are:
|Purpose Description||Provide a description to complement the purpose selected, e.g. conference name, workshop description, research project name, collaborator & institution being visited, etc.|
|Method of Travel||Please select from the list provided. If more than one method will be used, please select the main method of travel that will be used to reach the final destination. If the method is not in the list, select Other and record the method on the form after you print it.
Valid values are:
For Air Travel**, the recommended method of paying for the airfare is to have it billed directly to a central University account. This can be done by making travel arrangements through one of the approved travel agents listed in Appendix A of the Travel Expense Guidelines.
|Absence from Duties||Please indicate any specific work arrangements that have been made due to the traveler's absence. This may include backfill for scheduled duties such as lectures, examinations, etc. If no arrangements are necessary, indicate "Not Applicable".|
|Name of Acting Replacement||Name of the person filling in during the absence, if applicable.|
|Signature of Applicant||Signature of the person traveling.|
|Date||Date the form was signed by the traveler.|
|Authorization||This would normally be a supervisor, e.g. Grantee (for research funded travel), Department Head, Dean, Vice-President, etc.
a) For travel of less than one month, the appropriate Grantee or Department Head (where colleges have a departmental structure) or Dean.
b) For travel of one month or more, the appropriate Dean and Vice-President.
|Signature||Signature of the Grantee or Department Head or Dean authorizing the travel.|
|Name||Name of the individual authorizing the travel.|
|Title||Title of the individual authorizing the travel, e.g. Grantee, Department Head, Dean.|
|Date||Date the form was signed by the person authorizing the travel.|
|Vice-President's Signature||Signature of the Vice-President authorizing the travel if it is for one month or longer.
Note: This requirement does not apply to individuals on approved leave, e.g. sabbatical, or individuals where the travel is part of their academic program, e.g. medical residents.
|Vice-President's Name||Name of the Vice-President authorizing the travel.|
|Vice-President's Title||Title of the Vice-President authorizing the travel.|
|Date||Date the form was signed by the Vice-President.|
Original: To be attached to the Travel Expense Claim form for Out-of-Province travel and In-Province Tri-Agency funded travel, upon completion of the trip. Note: If no claim is being submitted, the original should be filed in the department or college office for a minimum period of 3 months after the completion of a trip.
Copy: Department or College Office - to be kept on file for a minimum period of 3 months after the completion of a trip.
Copy: Approved Travel Agent (if applicable)