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Travel Information
As you know the web-based electronic purchase requisition system has launched. Many of you have asked when will the Travel Requisition form be on-line? We are hoping to have it operational before next fall. Until then we will continue to use a paper-based system. As an interim step we have updated the Travel Requisition form. This form will be the basis for our automated web-based form. We have even put it on pink paper for you.
The form is a little different than what you are accustomed; therefore, we have put together the following instructions. The form is in block format, with each block numbered. Most of the items are self-explanatory, simply complete as follows:
BLOCK No. | TITLE | DESCRIPTION | USER INPUT |
1 | DATE | Date requisition is completed | Current date |
2 | NAME | Traveler's name | Traveler's name |
3 | SSAN | Social Security Account No. | 9 digit SSAN. IRS requirement |
4 | TELEPHONE No. | Traveler's telephone number | Campus extension |
5 | POV LICENSE No. | Private Owned Vehicle license plate number. | Alphanumeric license plate no. IRS requirement |
6 | APPROVING OFFICIALS SIGNATURE | Signature of Traveler's superior | N/A |
7 | PURPOSE OF TRAVEL | State justification for travel | Conference, seminar, field work, etc. |
8 | DESTINATION | Location of University business | City, State/Province, Country, as applicable. |
9 | DEPARTURE DATE | Date traveler left campus | 2 digit month/day/year |
10 | DEPARTURE TIME | Time traveler left campus | hh:mm specify a.m/p.m. |
11A | CHARGE TO FUNDS | Allows you to split expense b/t 3 funds to charge the travel | Standard fund names used for purchasing, IC for initial complement, etc. |
11B | AMOUNT OR % OF TOTAL | Allows you to specify dollar amount or percentage of travel expense to charge to each fund. | e.g. $100.00 to IC remainder to NSF, or 60% NSF/40% IC, etc |
11C | SEPARATE FUNDS/ ADVANCES | Used if a travel advance or PO | Annotate check or PO number |
11D | AMOUNT OR % OF TOTAL | Allows you to specify dollar amount or percentage of travel advance or PO each fund. | e.g. $100.00 advance, etc. |
12 | RETURN DATE | Date traveler returns to campus | 2 digit month/day/year |
13 | RETURN TIME | Time traveler returns to campus | hh:mm specify a.m/p.m. |
14 | EXPENSE ESTIMATE | Title Block | N/A |
TRANSPORTATION | Title Block | N/A | |
15A | SURFACE | Allows you to select type of surface conveyance for your travel | Select "POV" check box for personal vehicle; "Rental Vehicle" check box for rented car; select "Other" check box for mass transit, rail, shuttle, ferry, parking, tolls, etc. |
In-state | For travel w/I California | Check button if applicable | |
CONUS | For travel w/I USA | Check button if applicable | |
International | For travel outside USA | Check button if applicable | |
AMOUNT | Annotate expense for each selection | List in U.S. currency | |
15B | AIR | Select when traveling via air | N/A |
In-state | For travel w/I California | Check button if applicable | |
CONUS | For travel w/I USA | Check button if applicable | |
International | For travel outside USA | Check button if applicable | |
AMOUNT | Annotate expense for each selection | List in U.S. currency | |
16-20 | LODGING/MEALS/ BUSINESS EXPENSE/ CONF./EVENT FEES/ REMOVAL EXPENSE | Annotate expense for each selection as applicable. | List in U.S. currency |
21 | TOTAL COST | Sum of 15A through 20 less any advancements (Block 11A-D) | List in U.S. currency |
22-23 | FAU DATA/MSO REVIEW | EE Accounting Asst./Dept. Mgr entries | N/A |
24 | REMARKS | Additional information you may want to provide to expedite your reimbursement | Optional |
25 | SUBSISTENCE SYNOPSIS | A brief overview to aid you in completing your requisition. Explains the M&IE rates for various travel situations. | N/A |
Please do not hesitate to see, our student assistant, or me if you have any questions filling out the new form.