Pre-Travel Authorization Form Instructions

It is important to note that a completed and approved Pre-Travel Authorization Form is required before purchasing any items related to travel.

Please follow the step-by-step instructions for each section below to complete the Pre-Travel Authorization Form.

To open the Pre-Travel Authorization form, click the Student Affairs Pre-Travel Authorization Form button on the Travel Form Webpage.

Employee/Travel Information

Traveler

1. Enter the first and last name of the traveler
2. Enter the traveler’s email

 Supervisor

1. Enter the first and last name of the traveler’s supervisor
2. Enter the traveler’s supervisor’s email address (they will be prompted to sign the form via DocuSign)

Director of Department

1. Enter the first and last name of the traveler’s director
2. Enter the director’s email address (they will be prompted to sign the form via DocuSign)
3. If the traveler is the director of their area, you may skip this field.

Please re-enter Traveler’s information to send them a copy of the completed form

*The traveler will not receive a copy automatically if this step is skipped.

1. Enter the first and last name of the traveler
2. Enter the traveler’s email

Enter an additional email to receive a copy of the completed document

1. Enter the first and last name of the person who needs a copy
2. Enter the email of any person you would like to receive a copy. The VPSA Office will automatically receive a copy; there is no need to include Nessa or Lynette in this area.
3. If there are no additional parties that need a copy of the form, you may skip this field.

Begin Signing

1. Name: Enter the traveler’s first and last name
2. EMPLID: Enter the traveler’s UND-issued Employee ID number or student ID number
3. Dept Name: Enter the department name (e.g., VPSA)
4. Stop: Enter the stop number for the department (e.g., 7140)
5. Purpose of Trip: Enter the trip purpose (e.g., Conference name)- you must attach an itinerary; if unavailable, attach any documentation you have about the conference from the webpage or emails.
6. Anticipated Departure Date: Enter the anticipated date of departure utilizing the drop-down calendar
7. Approx. Time: Enter the anticipated departure time utilizing the required format (e.g., 8:00am)
8. Anticipated Return Date: Enter the anticipated date of return utilizing the drop-down calendar
9. Approx. Time: Enter the anticipated return time utilizing the required format, (e.g. 8:00am)

Estimated Costs

Registration

1. Enter the funding source in the required format (e.g., 21302-5000)If a UND-issued Purchasing-Card will be used to purchase registration, type the estimated registration amount to be paid in the P-Card area.
2. If reimbursement will be required due to using a personal form of payment, enter the estimated registration amount in the field labeled 'Reimbursement'. The Amount column will automatically total the numbers entered.
3. If no registration will be utilized, you must enter zeros in the required fields.

Personal Vehicle Mileage

1. Enter the funding source in the required format (e.g., 21302-5000)
2. If reimbursement will be required, enter the estimated amount in reimbursement. Refer to the Payment and Procurement personal vehicle use/mileage reimbursement rate for per-mile calculation instructions.
3. If no personal vehicle mileage will be utilized, you must enter zeros in the required fields.

Air Transportation

1. Enter the funding source in the required format (e.g., 21302-5000)
2. If a UND-issued Purchasing-Card will be used to purchase air transportation, type the estimated amount in the P-Card area. If reimbursement will be required due to using a personal form of payment, enter the estimated air transportation amount in the field labeled Reimbursement. The Amount column will automatically total the numbers entered.
3.  If no air transportation will be utilized, you must enter zeros in the required fields.

Luggage

1. Enter the funding source in the required format (e.g., 21302-5000).
2. If reimbursement will be required due to using a personal form of payment, enter the estimated luggage amount in the field labeled Reimbursement. The Amount column will automatically total the numbers entered.
3. If no luggage will be utilized, you must enter zeros in the required fields.

Ground Transportation

1. Enter the funding source in the required format (e.g., 21302-5000).
2. If reimbursement will be required due to using a personal form of payment, enter the estimated amount in the field labeled Reimbursement. The Amount column will automatically total the numbers entered. 
3. If no ground transportation will be utilized, you must enter zeros in the required fields.

Parking

1. Enter the funding source in the required format (e.g., 21302-5000).
2. If reimbursement will be required due to using a personal form of payment, enter the estimated amount in the field labeled Reimbursement. The Amount column will automatically total the numbers entered.
3. If no parking will be utilized, you must enter zeros in the required fields.

Lodging

1. Enter the funding source in the required format (e.g., 21302-5000).If a UND-issued Purchasing-Card will be used to purchase lodging, type the estimated amount in the P-Card area.
2. If reimbursement will be required due to using a personal form of payment, enter the estimated lodging amount in the field labeled Reimbursement. The amount column will automatically total the numbers entered. 
3. If no lodging will be utilized, you must enter zeros in the required fields.

Meals

1. If reimbursement will be required due to using a personal form of payment, enter the estimated total meal cost amount in the field labeled Reimbursement. The amount column will automatically total the numbers entered. Utilize the meal reimbursement guidelines for times and allowable amounts.
2. If no meals will be purchased, you must enter zeros in the required fields.

Required Attachment (paper clip icon)

1. An itinerary must be attached utilizing the paperclip icon. If an itinerary is unavailable at the time of form submission, please upload a screen printout of the conference or event webpage or an email with the information.
2. Please make note of any potential personal travel associated with this trip. List any personal travel dates that will be used during this trip.

Signatures

1. The document will be routed through Docusign to the Director and Supervisor you entered at the beginning of the process

Finish

1. When you push the finish button at the bottom of the screen, the document will be routed to the specified signers.  Only individuals entered in the “receives a copy” fields at the beginning of the form will receive copies of the completed document after the signatures are completed.