Faculty Handbook

Travel authorization

All Travel Authorizations/Vouchers are processed through the Office of Study Abroad.

After the Travel Advance Worksheet has been completed, you should schedule a meeting with Belinda Singleton so she can process a Travel Authorization Form on your behalf. Please note that you must have attended an Emergency Preparedness and Response Seminar within the past two years and submitted your emergency contact information to receive a travel advance.
 
OSA is charged by the University with the responsibility of collecting contact information for all study abroad program leaders as part of the University’s comprehensive crisis management plan.  Providing such information on the Faculty Contact Information Form is a vital part of that plan.  Failure to provide this information to the appropriate OSA Program Coordinator or Belinda can delay overall planning and the disbursement of funds for your study abroad program.

The following information is required in order to complete the Travel Authorization Form:

1. The actual dates of your departure and return to East Lansing. Indicate cost of flight and whether you have direct-billed your airfare.  You are allowed up to three days more than the actual program dates for set-up and breakdown.  These days may fall before and/or after the program.
2. Your mode of travel on each leg of your journey – whether by air, train, bus, etc.
3. Your MSU ZPID
4. Program Assistant's name and e-mail address (if applicable)
5. Your itinerary and contact information for each location abroad (address(es), telephone number(s), fax number(s))
6. Student group flight information if arrangements are not made through OSA.  Include travel agent, airline, flight numbers, departure and arrival dates and times, and costs.

COMPLETION OF THIS FORM IS NECESSARY IN ORDER FOR YOU TO SECURE A TRAVEL ADVANCE and must be signed by authorized administrative personnel in International Studies and Programs and the University Travel Office. You must complete the Emergency Contact part of the Travel Authorization Form as this allows MSU to notify an individual who can speak on your behalf in case you are too ill or injured to express your wishes. Due to the need for multiple signatures on this form, do not wait until the last minute to arrange for completion of this form.

If you are the designated Chief-of-Party for the study abroad program, you may "walk" your travel authorization through and receive your travel advance 30 days prior to departure. If you are not the designated Chief-of-Party, your advance can be issued seven days prior to departure. Take the Travel Authorization to the Voucher Processing Office, 360 Administration Building. They will authorize the advance and send you to the Cashier's Office, 110 Administration Building, to receive funds.

Once you have received your advance, PLEASE RETURN THE ORIGINAL TRAVEL AUTHORIZATION FORM TO Belinda Singleton. This will assure that you are protected by University Travel Regulations and insurance during your trip.
 
The University Travel Office will ask you to sign a MSU Travel/Petty Cash Advance Note for the amount of the advance. Within 30 days of your return, your reconciled travel voucher must be submitted to the MSU Travel Office.

Contact Belinda Singleton within five days of your return to schedule an appointment to reconcile your advance. Prior to your appointment, you must complete the Expense Worksheet and e-mail it to Belinda. This worksheet can be found on the Faculty and Staff page of the OSA Web site. You must account (with the required receipts) for the entire amount of the advance.  Should there be funds unaccounted for, you will be asked to write a check for the difference to the University. If unforeseen circumstances arise while you are abroad and you encounter non-budgeted expenses, contact OSA to discuss the matter.  If allowable program expenses were higher than the amount advanced, you will receive a check for the difference.

NOTE: Failure to clear a Travel Advance within 30 days of return can result in the amount of the advance being deducted from your paycheck. If this occurs, you will not be allowed to receive travel advances at any time in the future.  If you anticipate that you will be turning in your travel reconciliation later than within 30 days of return, you must consult with Belinda Singleton (or Amy Moeder if Belinda is not available).
 
Summary of required receipts

For audit purposes, the following receipts are required in order to account for money advanced to you for your personal travel, lodging and per diem, as well as program-related activities:

1. Airline passenger receipt, boarding passes, and paid invoice, showing times of arrival and departure
2. Rail receipts
3. Any other transportation receipts, including travel to and from East Lansing except by personal car. If you are flying out of Detroit, please use the Michigan Flyer for transportation. If the schedule does not suit your needs, OSA will reimburse you for a car rental or mileage expenses for your personal car up to a maximum of $150 for the round trip. 
4. Original lodging receipts
5. No receipts are necessary for M & IE expenses. This is the only category where receipts are not required
6. Program Activities Funds - If you received Program Activities funds as a part of your travel advance, you must account for the expenses with actual receipts. This includes speaker fees, honoraria, group transportation, entrance fees, meals, housing, etc.  Receipts for group dinners must be itemized and list the number of students and names and affiliations of guests.  You must provide verification that no OSA funds were used to purchase alcohol.  In order to do this, you may wish to separate the alcohol charges from the food bill and have the students pay for the alcohol separately. Additionally, if you disburse cash to students, create one sheet indicating the amount, date, and ask each student to sign it, indicating they received those funds.

If OSA paid for services not received (such as meals with accommodations), seek a refund; OSA cannot reimburse you if payment is made twice.