Is a "Request for Authority to Travel" form required?

Domestic Travel
Although the form may be required within a unit, the "Request for Authority to Travel" is not a University-wide requirement. However, the Business Office does recommend that individual units use the form to aid in monitoring and documenting departmental travel.

Foreign Travel
Requests for approval of foreign travel require written approval via a Request for Authority for International Travel (RAIT, UBO 55-04). For academic units, the RAIT should be routed to the Provost's Office for approval. All other units (including all administrative units and ACES) should route their RAITs directly to the President's Office for approval. Written approval via the approved RAIT must be attached to the travel voucher for foreign travel expenses to be reimbursed.

Can I obtain an advance prior to my trip?
Except in rare cases the University does not provide advances for travel. You should pay all costs for your travel and seek reimbursement after the travel has been completed.

Conference registration fees can be charged to your Visa Purchasing Card or can be paid directly by submitting a vendor voucher with your registration form. Airfare can be charged to either your Visa Purchasing Card or your personal credit card. See the AU Purchasing Card Policy for more information.

If billed for airfare on your personal credit card prior to travel, you may seek reimbursement by submitting copies of the passenger coupon and credit card statement with a travel voucher.

American Express cards are available to University employees for business use. Contact Procurement and Payment Services for applications.

How do I obtain a credit card to use on official trips?
You may get an application for an American Express card from the Procurement and Payment Services office. These applications require your supervisor's approval.

Should travel agencies be used?
The University does not require the use of a travel agency. Policies within your department or college may differ.

I have a situation that isn't addressed by these regulations. What should I do?
Call the Travel Auditors in Procurement and Payment Services (844-7771) for guidance before you travel.

Is travel associated with a contract or grant handled differently from other travel?
Travel connected to a contract or grant must be authorized by the funding agency. Reimbursement is made at whichever rate is lower, the University rate or the rate set out in the contract or grant.

At what rate is train travel reimbursed?
Train travel is reimbursed at coach rate. A paid train fare receipt must be attached to the travel voucher.

At what rate are official University guest meals reimbursed?
Guest meals are limited to actual expenses up to a total of $60/day per guest. Guest meals are defined as those meals provided during the course of AU business when at least one non-AU employee is present. There must be a documented business purpose (must meet IRS ordinary and necessary criteria) and need for business to extend into a traditional meal time period. The cost of the meal must be reasonable, not lavish or extravagant, and the number of AU employees present to entertain the guest should be kept to a minimum. The expenses for spouses in attendance and/or alcohol served cannot be charged to University funds.
Refer to the Entertainment Policies for more information.

How should registration fees be paid?
Approved registration fees are authorized travel expenses. The preferred method for paying registration fees is via the Visa Purchasing Card. If the conference does not accept credit cards, payment may be made by either AU check (vendor must register) or by personal check. If paying by AU check, attach the completed original registration form and one copy of the registration form to the vendor voucher. The original registration form will be mailed with payment.

If paying by personal check, include a signed receipt from a conference official and a copy of the program with your travel voucher. If a receipt is not available you may use a copy of your cancelled check (front and back) or a copy of your credit card statement to document your expenditures for registration fees that are paid in advance.

(Registration fee with no travel - 70275)
(Registration fee with travel - 70280)

For how many days before and after my meeting/conference can I claim reimbursement?
Depending on the location of your meeting/conference, it may be necessary to travel the day before the meeting begins. If that is the case, you will be reimbursed for the costs of lodging and meals for that day. Because of flight schedules, it may also be necessary to remain at the meeting site the night that the conference ends. In that case, you will be reimbursed for your lodging and meals on the last day of the meeting as well as your meals while en route home the following day. Any decisions related to traveling the day before or staying the night the meeting ends should be documented and retained in the department files. As a general rule, travelers should never travel earlier than the day before or the day after a meeting/conference.

What expenses can I charge to my room and claim reimbursement for?
Some examples of allowable hotel charges include: lodging, lodging taxes, parking and business phone calls with the parking and business phone call charges broken out separately from the lodging costs on your travel voucher. Meals charged to your room must also be broken out separately from the lodging costs and claimed under the $34/$60 actual meal cost reimbursement. Charges for personal phone calls, laundry, movie rentals, bar/lounge charges, gift shop purchases, spa/fitness center fees and many others are considered personal and are not reimbursable.

What receipts and records should I retain?
Although there are exceptions, it is generally a good idea to obtain receipts for all expenditures which may be chargeable to the University. That includes lodging, telephone calls, and faxes.

Phone calls should be itemized. Including the person called, purpose and cost of the call.

Telegram and fax charges must be itemized on the receipt or listed under miscellaneous expenses on the voucher (attach receipt). Include the person who received the communication, and the purpose and cost of the communication.

What are the procedures for obtaining reimbursement?
You will need to complete a travel voucher and attach the appropriate receipts.

Is there a different procedure for seeking reimbursement when several people travel together on University business?
Each person must file an individual travel voucher. Sharing expenses is a private matter and doesn't affect procedures for seeking reimbursement.

Will the University reimburse any costs for my family to travel with me?
Travel costs of an employees' spouse or dependents will not be paid by the University. Auburn University assumes no liability or responsibility for travel by spouses or dependents.

Can I be reimbursed for the purchase of alcoholic beverages?
State law prohibits the use of University funds to purchase alcoholic beverages.

Can my University Purchasing Card be used to pay travel expenses?
The AU Purchasing Card can be used to pay for only the conference registration fees and airline tickets necessary to conduct official AU business travel. No other travel related expenses can be charged to the card. For more information regarding use of the card, please refer to the AU Purchasing Card Policy.

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