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.

Before You Start

You will need:

• Traveler name and UND email
• Supervisor name and UND email
• Director name and UND email (if applicable)
• Department name and stop number
• Funding source(s)
• Estimated travel expenses
• Conference agenda, itinerary, or event documentation

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

Routing Information

Complete the routing fields at the top of the form.

Traveler

Enter:

• Traveler name
• Traveler UND email address

Supervisor

Enter:

• Supervisor name
• Supervisor UND email address

The supervisor will receive the form for approval.

Director

Enter:

• Director name
• Director UND email

Receive a Copy

Enter anyone who should receive a completed copy after approval.

Tip: Add yourself here if you want a final signed copy automatically emailed to you.

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. Conference Name: 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. Destination: City and state of travel
7.  Departure Date: Enter the anticipated date of departure utilizing the drop-down calendar
8. Time: Enter the anticipated departure time utilizing the required format (e.g., 8 a.m.)
9.  Return Date: Enter the anticipated date of return utilizing the drop-down calendar
10.  Time: Enter the anticipated return time utilizing the required format (e.g., 8 a.m.)

Estimated Costs Table

Complete one row for each day of travel.

Date of Travel

Enter each travel date separately.

Meals Not Provided

Check the box for any meal that is not provided by the conference, hotel, host organization, or another source and that falls within the applicable travel timeframe.

Breakfast (6 a.m. – 11:59 a.m.)

Check the Breakfast box if:

• You are in travel status during this timeframe, and
• Breakfast is not provided.

Lunch (12 p.m. – 5:59 p.m.)

Check the Lunch box if:

• You are in travel status during this timeframe, and
• Lunch is not provided.

Dinner (6 p.m. – 12:00 a.m.)

Check the Dinner box if:

• You are in travel status during this timeframe, and
• Dinner is not provided.

Meal Examples

Example 1:
You depart at 7 a.m. and arrive at your destination at 2 p.m. No meals are provided.

• Check Breakfast
• Check Lunch
• Do not check Dinner unless you remain in travel status during the dinner timeframe.

   

Example 2:
A conference registration includes lunch on Tuesday.

• Do not check Lunch for Tuesday.
• Check Breakfast and/or Dinner only if those meals are not provided, and you are in travel status during those timeframes.

Lodging

For each travel date, indicate whether lodging expenses will be incurred:

• Check Yes if overnight lodging is required.
• Check No if lodging is not required for that date.

Personal Vehicle Miles

If using a personal vehicle, enter the estimated number of miles driven for that travel date.

If a personal vehicle will not be used, leave this field blank.

Estimated Expense Summary

Enter the anticipated cost for each category.

Registration

Conference, workshop, or event registration fees.

Air Transportation

Estimated airfare costs.

Luggage

Estimated baggage fees for outbound and return flights.

Ground Transportation

Estimated costs for:

• Taxi
• Rental vehicle
• Shuttle service
  • Ride share
  • State Fleet vehicle charges

Parking

 

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

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.

Reminder

Following completion of travel, a Travel Summary Form must be completed and submitted for reimbursement.