Request for Travel Form Instructions

An APS Request for Travel Form is required to obtain prior approval for district travel. Read about the travel approval process. The Request for Travel Form must be filled out electronically, printed, signed and submitted to Accounts Payable to begin the approval process.

About Requesting Travel

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.

How to Complete the Request for Travel Form

Begin the Travel Request Process

1. Visit Employee Travel Document Downloads to download the Request for Travel Form.
2. The Request for Travel Form must be filled out electronically, printed, signed and submitted to Accounts Payable to begin the approval process.

Complete Sections 1-4:
Travel Information

1. Traveler Information: Complete all information on the individual that is requesting travel.
2. Conference/Event Information: Complete all information on the Conference/Event and attach Conference/Event Registration details (could be from website). NOTE: Do not register.
3. Airfare: Complete estimate cost of airfare – if applicable and attach flight details (could be from website). NOTE: Do not book flights
4. Hotel Paid by District: Complete estimate cost of hotel or lodging and attach hotel and room rate details (could be from website). NOTE: Do not reserve rooms. The Number of Nights section reflects the number of nights that you will be paying hotel costs.

Complete Section 5:
Reimbursement Out of Pocket Expenses

1. Provide the best estimate of costs. Traveler can only choose one – "Reimbursement on Actual Expense" or "Per Diem".
2. The Departure and Return Section will automatically calculate the full days and eligible partial hours for meal reimbursement.
3. Ensure to either click on the drop down to add the date and manually enter the correct time.
4. Enter the Date/Time in the following format: 12/01/2019 7:00 am – use "am" or "pm" and NOT "a.m." or "p.m.".
5. 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.
6. Other estimated expenses could include: baggage fees, fuel for rental cars, etc.

Complete Section 6: Signatures

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