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Travel

• Request Permission to Travel - Travel Authorization Request (TAR) On-Line Travel Authorization (TA)
  • Anytime a Faculty, Staff or Student travels on behalf of the Department/University a "TRAVEL AUTHORIZATION FORM" must be completed.  This form provides all the necessary information to complete an on-line travel request.   The State of Florida requires that an record be generated on-line and approved by the Department Chair prior to departure.  An individual who has an approved TA has permission to travel and is provided insurance coverage (worker's compensation).  Travelers who fail to have an “APPROVED” travel in place prior to DEPARTURE will experience delay or denial of a reimbursement request and loss of workers compensation benefits in case of an accident.
  • Procedure: (Click Here)
    • Obtain a form by clicking on the link below or in the Administrative Office 359 FSHN. 
      FSHN Travel Authorization Expense Form
    • Submit the Travel Authorization Request form completed with supervisor's signature to the Travel Clerk, 359 FSHN.
  • Deadlines for submission
    • State and Out-of-State due no later than one week prior to departure.
    • International Travel due no later than one month prior to departure.
  • IMPORTANT:  IT IS THE TRAVELER’S RESPONSIBILITY THAT AN APPROVED ON-LINE TRAVEL REQUEST IS ON FILE PRIOR TO DEPARTURE.  COMPLETION OF THE TRAVEL AUTHORIZATION REQUEST IS NOT AN APPROVED TRAVEL.

• Travel Preparation

  • Once the on-line travel request is approved, the traveler may reserve/purchase hotel, airfare, rental vehicle, etc.

  • Traveler must use the most efficient and economical means of travel, if traveler does not use the most efficient and economical means of travel, traveler will be held liable for the difference in cost.

  • Most travel arrangements can be purchased using the State P-Card (see instructions below).

  • Many items can be arranged to be direct bill, see _____ for instructions.

  • All items that can not be arranged for purchase in advance will be purchased by the traveler during the trip and will be reimbursed using the Travel Reimbursement Request form.

  • List of Allowable Expenditures 
    

• The use of Purchasing Cards for travel
  • Procedure for establishing a purchasing card for travel purposes:  (Click Here)
    1. Obtained a purchasing card
    2. Complete the on-line training
    3. Submit a change in Cardholder Profile for travel status
    4. Receive approval of Cardholder Profile change. 
  • An approved TAR (Travel Authorization Request) on the TRRIPS System (see procedure above). Failure to comply with this requirement may result in the loss of your card for travel purposes.
  •  Steps to purchase airfare with purchasing card
  •  Steps rental car with purchasing card
    
• Reimbursement
  • http://fshn.ifas.ufl.edu/FSHN_Manual/forms/FSHN_Travel_Authorization-Expense.xlsx
  • Allowable travel purchases include airfare, hotel room, Avis rental car, conference registration, taxi service, bus service and tolls.
• Other useful links:  
  • CALS Vans
  • International Time Zones
  • Foreign Currency Converter
  • Driving Directions
  • RTS Bus Schedule
• Student Travel Grants
  • Graduate Student Council
• Rules 
  • IFAS IMM
  • IFAS Policy Travel Manual
  • UF Business Procedure Handbook on Travel