Ask Amy — Practical Advice for Supervisors: What is the Purpose of the Travel Authorization Form?

A Message from Amy Bosley, Vice President, Organizational Development and Human Resources

Have you ever wondered what the purpose of the Travel Authorization form is? Great question! This month, I invited another guest columnist who is an expert on this topic to explain — Michelle Rodgriguez, accounts payable coordinator.

By Michelle Rodgriguez, Accounts Payable Coordinator

Look no further — here is your answer: Valencia uses this form for approval for travel in order to attend a convention or conference; to represent the College at a business or professional meeting; to transact official business of the College; or to carry out professional responsibilities or for assignment to temporary duty elsewhere.

The authorization not only grants permission to travel, it allows the traveler to request that Valencia cover the anticipated costs of travel in advance. The most commonly requested advances are for meals and ground transportation. The advance also allows Accounts Payable to encumber the estimated cost of the trip based on the completed form and supporting documentation. This secures the money from the departmental budget for the traveler.

Once the traveler returns and completes the Per Diem and Local Mileage Voucher, the fiscal travel process will be closed. The traveler will be reimbursed for any outstanding funds due to him or her, and any unused funds will be unencumbered.

If no funds are needed, you do not need to send the Travel Authorization Form to Accounts Payable. The form should still be completed and filed within the traveler’s department. Since completion of the Travel Authorization or Absence from Campus form verifies that the traveler is on official Valencia College business, this form also protects the traveler under Worker’s Compensation. Any incident that qualifies for workers compensation on campus would also be covered while traveling as a representative of the College.

Ask Amy” is designed to provide supervisors with guidance to successfully navigate opportunities and challenges in your daily work, as you create a culture for employee success within your teams. Each month, I, along with featured guest contributors, will address a question and offer practical solutions from which all supervisors can benefit.

If you would like to ask a question, simply email me with “Ask Amy” in the subject line. Submissions will be included anonymously in the Supervisor Segment and The Grove, and will be addressed monthly as they are received.

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