Travel Authorizations and Expense Report

(A-112 and A-113) - Complete an A-112 to authorize a trip and to pre-pay the airline ticket via UC's travel agent and to pre-pay conference and training class registrations. Use A-113 to reimburse expenses not pre-paid by the University after the travel is completed.

Travel Information

UC Travel Agencies Information

Rules and Regulations

TA and TE form Instructions

Travel Pcard Instructions

Mileage Chart for Local and Tri-State Travel

You can download the TE Excel Template below to your computer.  Enter the necessary data that is needed for reimbursement or payment. Print out the form and then attach it to a Travel Expense envelope (include all receipts) and send it off for processing.

TE Form (Excel Template)

You can download the Local Travel Log Template below to your computer. The Local Travel Log can be used to track mileage and parking charges. The form can be submitted along with your receipts inside the Travel Expense envelope. 

Local Travel Log (Excel Template)

Q&A and other Issues Regarding Travel

What is the mileage reimbursement rate for university business travel?

The University policy for business travel by automobile is to reimburse employees at the rate of 37.5 cents per mile which is the same rate used by the Internal Revenue Service for income taxation purposes. 

Does UC allow cash advances?

1. If an employee is going to travel for more than 30 days and it's probably out of the country then A/P will make special arrangements for a cash advance if requested.
2. Students may get cash advances ONLY IF they are traveling as part of a group "field trip." Anything else such as one or two students traveling to a conference would have to get special permission due to special circumstances in order to be granted a cash advance. (The special exceptions are usually only made for athletes - about 99.9% of the time.)

Can a traveler stay an extra night to get a lower priced airline ticket?

If the Department chairperson or unit head approves, the University will pay an extra night's stay so that the traveler can stay over a Saturday night and then get a much cheaper plane fare - but ONLY IF its approved and the cost for staying the extra night is less than the otherwise higher plane fare. This is an individual departmental decision that the University will support.

Can out of town dry-cleaning expenses be reimbursed?

If a Department is trying to be reimbursed for a dry cleaning expense the University will only pay if the traveler has been gone for an extended period of time. The travel would have to be for at least two to three weeks or longer for the University to reimburse these charges.

How can I be reimbursed if I host a luncheon or dinner during an out of town activity?

If a traveler "entertains" and takes out one or more people to a meal, the entire expense should be claimed on an A-114 and not on the TA. (For our purposes with our internal departments we should probably double-check every time we have an A-114 with an out of town receipt to make sure they didn't get reimbursed for the standard meal price!)

What if I get a bill in the mail from the travel agency requesting a fee for my airline ticket that was changed?

If the ticket was prepaid then UC will automatically receive a copy of the charge and pay the additional fee. Even though the TA is closed, they'll pay the extra charge since the agency gives them the TA number to charge. We shouldn't have to do anything.

If the ticket was not prepaid the traveler must pay it him/herself. Then another A-113 must be completed (if one for the rest of the expenses is already done) and it should say "Addendum" next to the number. Include a short note to explain what happened and UC will reimburse the traveler.

How can I change the date of travel activity?

If a traveler has a TA in the system and then needs to change the date (significantly) then just send an email to Tim Glutz in Accounts Payable to do so. Its not necessary to cancel the one TA and do another!

Will UC reimburse me for in town weekend mileage?

If a traveler goes to a local meeting or activity on the weekend it is at the discretion of the department as to whether to pay mileage from home to that place.

Can I do one TA for a series of travel activities?

If one traveler is going to a series of training sessions locally, the traveler can complete one TA for the pre-paid registration of the series even though they are on a variety of dates, as long as the traveler isn't going to be claiming any other expenses or won't be doing it until the end so the TA doesn't close down.

If a group of travelers are all registering to attend one local training session, only one TA needs to be completed listing the names of the entire group for the pre-paid registration, as long as NO ONE is going to claim any additional expenses.

No Receipt for Parking?

Parking on an A-113 expense form does not require a receipt if under $75, If over, copies of the receipt or/and a memo explaining the situation are acceptable. But this is also at the discretion of the department head.

Must I use a TA for a guest speaker or recruit?

Its OK to use an A-114 to reimburse the travel expenses of a guest speaker or recruit (using travel objects & subobjects) since they are not UC employees. If the person also gets an honorarium, that can be paid at the same time on the A-114 against the 3000-14 object/subobject with appropriate supporting documents.

Can a staff member pay for student expenses while traveling?

Whether the student has a TA or not, if the staff or faculty member pays his/her expenses at a Conference the employee should put it on his/her TE (A-113) and explain what happened. (The remaining expenses that the student paid himself should go on that student's TE.)

Can a staff member vacation somewhere else as another leg of the trip?

UC will pick up the amount of the round trip and the employee would pay the difference. Its best if the employee completes a TA and asks for a pre-pay with the travel agency. The amount on the TA would be the original round-trip cost with a note underneath that explains that the employee is making a side trip from there and the total cost of the ticket will be $----- and the employee will give the University a check for $----. Then the employee should get a written statement from the travel agency verifying the cost of a round trip that the employee is entitled to. This should be carefully monitored to make sure the employee pays for his/her share. But, doing this at all is at the discretion of the department head.

CUFS Related Tables

OLGL	Online General Ledger. Lists transactions for up to three months in CUFS to the sub-object level including pre-encumbrances (type 20), encumbrances (type 21) and actual expenses (type 22). (OLG2 includes some different fields)
EXPD	Lists transactions for up to three months to the object level. "X" whether to view expenses, encumbrances or pre-encumbrances. The "total amount" is a year-to-date figure.
OPPH	Can search for information about Travel Authorizations along with the common use of viewing purchase orders. Use "PO" as the transaction code and TAxxxxxx in the number field.