Request for Travel Approval Process
Important Links
- Request for Travel Form and Instructions
- Guidelines for Travel Reimbursement
- Employee Travel Reimbursement Voucher (DOC)
Travel Request Process
Step 1: Traveler
Do not register, reserve, or book any travel until you receive your (TAN) Travel Authorization Number.
- APS Employee identifies travel and obtains information only (event, hotel, air-fare, transportation, etc.)
- APS Employee fills out completely and signs Request for Travel Form to obtain approval for travel.
- APS Employee submits Request for Travel Form to Supervisor for signature for approval.
- Request for Travel Form is submitted to APS Accounts Payable with the following – Request for Travel Form should have the following information attached:
- Conference/Event Registration details (could be from website). NOTE: Do not register.
- Hotel and room rate details (could be from website). NOTE: Do not reserve rooms.
- Flight details (could be from website). NOTE: Do not book flights.
Step 2: District Admin
- Request for Travel Form is reviewed for completeness by Accounts Payable
- Accounts Payable forwards Request for Travel Form to Grants Management Department for approval (if applicable).
- Grants Management Department reviews, approves and returns Request for Travel Form to Accounts Payable (if applicable).
- Accounts Payable forwards Request for Travel Form to Next Level Administrator and Superintendent or designee for approval.
- Approved Request for Travel Form is returned to Accounts Payable.
- Accounts Payable assigns TAN (Travel Authorization Number) and informs Traveler and/or Secretary/Bookkeeper that travel is approved and provides TAN (Travel Authorization Number).
Step 3: Traveler
- Traveler and/or Secretary/Bookkeeper finalizes travel expenses and enter requisitions into Infor Lawson and adds TAN (Travel Authorization Number) to requisition comments section.
You can now register, reserve and/or book travel. Ensure to attach in AttachIt – (Actual Expenses):
- Conference/Event Registration Document: NOTE: Register for Conference/Event
- Hotel Confirmation/Registration Document: NOTE: Reserve room
- Airfare Flight Itinerary/Confirmations: NOTE: Book flight(s)
Downloads
RRA/dlt/7/18/2019