Subject:

Travel Authorization

Date:

Tuesday, September 09, 2008 4:38:14 PM

Effective this date (9/9/08), a Travel Authorization is now required for all travel that involves an overnight stay. This includes travel within the State of Kansas as well as border city and travel outside of the state of Kansas. Remember the keyword is “Overnight Stay”. Please be sure to let your staff, students, and PI’s know of this change.

Each of you will now be responsible for completing a Travel Authorization, in PeopleSoft (FSKU), for staff and students traveling within the State of Kansas when there is an overnight stay. Staff and students traveling on behalf of the University for business purposes, regardless of the source of funding paying for the travel, should complete a travel authorization. You can maintain a paper request document that is for your internal use. Do not submit paper travel requests to LSI Central Accounting Office.

LSI Central Office will continue to complete out-of-state and international Travel Authorizations.

A Travel Authorization number should be obtained prior to making travel arrangements. The traveler must be entered as a KUALL vendor prior to creating a Travel Authorization. The vendor Classification must be either “Employee” or “Stu Travel” or “NRA” (foreign national). Only these types of vendors can be found in the traveler name fields on the Traveler Authorizations. Always check “Review Vendors” to determine whether the traveler is already listed as a vendor.

The beginning date and ending dates for the travel are to be reported. A comment box is available for documenting various breaks within one trip if personal time is included. The travel destination is to be reported. If the trip involves many locations, report the primary destination. A comment box is available to identify additional locations included in the trip. The primary purpose of the trip is to be identified. Comments can be added for reporting additional details of the trip. If a traveler is combining many destinations for many different trip purposes, then each trip should be reported on separate Travel Authorizations. If you are unsure about how to report the different trip purposes, then please contact me.

Special considerations based on funding source of KUCR or KUEA

When processing the travel reimbursement, be sure to include the Travel Authorization ID. This information should be added under the “Related Travel Authorization” tab of the Voucher in PS (FSKU).

Reimbursement cannot be processed unless you have a Travel Authorization number for travel that involves an “Overnight Stay”.

Only those who have been approved for PeopleSoft access, by LSI, can enter a Travel Authorization.

Once you have saved the Travel Authorization, be sure to print a copy. If you do not and you exit out of Travel Authorization you cannot go back and print a copy.