Request for Travel Form Instruction

Important Links

• Request for Travel Approval Process
• Guidelines for Travel Reimbursement
• Employee Travel Reimbursement Voucher (DOC)

Request Form Instructions

An APS Request for Travel Form is required to obtain prior approval for district travel. After all approvals are obtained, the Accounts Payable Department will provide the traveler or designee a Travel Authorization Number (TAN), which authorizes the traveler to finalize travel expenses.

The Request for Travel Form must be filled out electronically, printed, signed and submitted to Accounts Payable to begin the approval process.

Section 1: Traveler

Complete all information on the individual that is requesting travel.

Section 2: Conference/Event Information

Complete all information on the Conference/Event.

Section 3: Airfare

Complete estimate cost of airfare – if applicable

Section 4: Hotel Paid by District

Complete estimate cost of hotel or lodging. The Number of Nights section reflects the number of nights that you will be paying hotel costs.

Section 5: Vehicle Rental

Complete estimate cost of rental car/truck/van. This is not for scooters, bikes, etc.

Section 6: Reimbursement – Out of Pocket Expenses

• Provide the best estimate of costs. Traveler can only choose one:
  1. Reimbursement on Actual Expense, or
  2. Per Diem.
• The Departure and Return Section will automatically calculate the full days and eligible partial hours for meal reimbursement.
• Ensure to either click on the drop down to add the date and manually enter the correct time. Enter the Date/Time in the following format:
  For example: 12/01/2019 7:00 am (am or pm NOT a.m. or p.m.)
• Ensure to select either Meals in-state or Meals out-of-state rate for calculation of reimbursement for meals. This will automatically calculate the estimate expense for meals.
• Other estimated expenses could include: baggage fees, fuel for rental cars, etc.

Section 7: Signatures

Ensure that Traveler and Supervisor sign form prior to sending to Accounts Payable.

Downloads

Download and save the Request for Travel PDF file to your hard drive before filling out the form. You must have Adobe Acrobat Reader in order to fill out the PDF file. If you cannot read or access a fillable form/document, please download the Free Acrobat Reader.

You will not be able to fill out the form if Microsoft Edge on your PC is opening your PDF file, or Preview on your Mac-Apple is opening your PDF file.

• Request for Travel Form (PDF)
• Request for Travel Form Instructions (PDF)

RAA/dlt/rev7.19.2019