FINANCIAL TRAINING
MODULE #3
TRAVEL PROCEDURE
Activity & Service Fee Business Office at the University of Central Florida
12715 Pegasus Drive. SU Bldg. 52. Room 215
Orlando, FL 32816
407-823-5548
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WHATS NEXT?
Once your CRT allocation passes through the CRT
Committee, it must be read into the minutes at the
next SGA Senate Meeting (every Thursday evening
(fall & spring) and every other Thursday evening
(summer)). Later that week it should be delivered
to the A&SF Business Office. Come to the A&SF
Business Office to consult with an accountant and
complete the paperwork immediately. Youll need
to complete a Travel Request Form (TRF) and
Group Travel Roster.
Contact SGA Senator & write
Bill
1st Reading (1 week)
CRT Committee
2nd Reading (1 week)
Once your Senate Bill passes Senate and is fully
signed (see right for process and timeline for
travel bill), it will be delivered to the A&SF
Business Office. Come to the A&SF Business Office
to consult with an accountant and complete the
paperwork immediately. Youll need to complete a
Travel Request Form (TRF) and Group Travel Roster.
3rd Reading (1 week)
Signatures by SGA President
and Vice President of SDES
(5 weeks)
COME TO A&SF BUSINESS
OFFICE SEE AN
ACCOUNTANT!!!
TRAVEL REQUEST FORM (TRF)
O b t a i n r e g i s t r a t i o n d e t a i l s , t r a n s p o r t a t i o n a n d l o d g i n g q u o t a t i o n ( s ) ( D O N O T p ay,
c o m m i t , a n d / o r o b l i g a t e U C F to p ay ) .
C o n t a c t A & S F B u s i n e s s O f f i c e a c c o u n t a n t i f t h e r e a r e a ny q u e s t i o n s r e g a r d i n g w h a t
i n f o r m a t i o n i s r e q u i r e d o r h o w to m a ke a r r a n g e m e n t s f o r yo u r t r av e l a l l o c a t i o n r e q u e s t .
C o m p l e t e T R F a n d a t t a c h a l l o b t a i n e d t r av e l i n f o r m a t i o n . FO R G RO U P S , a l s o a t t a c h a
c o m p l e t e d G r o u p Tr av e l Ro s te r L i s t .
S u b m i t a c o m p l e t e d T R F a n d g r o u p t r av e l r o s te r to t h e A & S F B u s i n e s s O f f i c e Fr o n t D e s k
( S U 21 5 ) a t l e a s t s e v e n ( 7 ) b u s i n e s s d ay s p r i o r to t h e d e p a r t u r e d a te o f yo u r t r i p . I f a ny
o f t h e t r av e l e r s a r e n o n - U S c i t i z e n s , t h e t r av e l r e q u e s t s h o u l d b e m a d e a t l e a s t f o u r t e e n
( 1 4 ) b u s i n e s s d ay s p r i o r to t h e d e p a r t u r e d a te o f yo u r t r i p .
A t t h e e n d o f t r av e l , a l l t r av e l d o c u m e n t a t i o n m u s t b e t u r n e d i n w i t h i n f i v e ( 5 ) b u s i n e s s
d ay s .
A n a c c o u n t a n t w i l l p r o c e s s yo u r r e g i s t r a t i o n , t r a n s p o r t a t i o n , a n d / o r l o d g i n g r e q u e s t ( s )
a n d g i v e yo u n e c e s s a r y i n s t r u c t i o n s .
B e av a i l a b l e to s i g n a ny o f t h e s e d o c u m e n t s .
TRAVEL REQUEST FORM (TRF)
The Individual and/or
the Group Leader MUST
be financially trained
For Example:
CRT 45-22 or
SB 44-100
(This # will
be listed on
the original
allocation or
Bill)
Your local/physical address
For Example: College of
Graduate Studies Travel
Grants/Awards,
Scholarships, Departmental
Funding, etc.
Only
Authorized
Officers who
are
registered
with OSI can
sign in 1 or 2
IMPORTANT: ATTACH ALL
ADDITIONAL
DOCUMENTATION AND
PAPERWORK
GROUP TRAVEL ROSTER
Complete form and
have all travelers sign
Group Travel Leader
must sign the bottom
signature line, and in
addition be on the list
of travelers on the
Group Travel Roster
TRAVEL INFORMATION
Plan ahead and see an accountant as soon as possible. Registration
(with deadlines), transpor tation reser vations, and lodging are
dependent on market price or availability. The A&SF Business Of fice is
not responsible for changes in travel arrangement costs.
Accountants cannot begin processing a request until the allocation or
bill has been presented by the SGA Senate Secretar y with appropriate
signatures.
All completed Travel Request Forms must be submitted to the A&SF
Business Of fice, seven ( 7) bu siness days prior to travel date, four teen
( 14) business days for non U.S. Citizens.
A travel request form (TRF) is needed to request a purchase order
number (PO#) from Finance & Accounting (F&A). Once F&A has issued
PO #, all requested travel arrangements will be processed by the
accountant.
It is impor tant to indicate on t he T RF a ny funding from another UCF
source for t he travel requested.
TRAVEL INFORMATION
Gas reimbursements for vehicle rentals will be processed af ter the
accountant receives all the original gas receipts at the conclusion of
the trip. Traveler may only be reimbursed up to the amount of the
allocation for gas. The cost of the rental vehicle is not covered by SGA
funds.
Traveler may be reimbursed for mileage, when driving per sonal
vehicles, up to the amount of the approved allocation. The current
mileage reimbursement rate is $0.445/mile. Gas is not reimbursed for
use of per sonal vehicles.
Hotel rooms exceeding $200 per night will need justification. Examples
of justification might be conference hotel, peak period travel, or
expensive area.
Unless there is an exception given by the university president, or his
designee, hotels are not reimbursable expenses if the overnight or
longer stay is less t han 50 m iles from the travelers campus
headquar ters (UCF Main Orlando Campus, Rosen, Brevard, etc) or
home, whichever is far ther, on an approved trip.
TRAVEL INFORMATION
If the cost of travel exceeds the approved allocation/bill, the
organization or individual will be responsible to deposit the excess cost
prior to travel. The individual or group leaders student record will be
placed on hold for any outstanding balance or if required paper work is
not submitted.
Two OSI registered a uthorized of ficers are required to complete the
Financial Training. If the Group Leader is not a financially trained OSI
registered authorized of ficer, he or she must complete Financial
Training as well. The Group Leader is responsible to complete the travel
request form and group travel roster of travelers. The Group Leaders
student record will be placed on hold if there is an outstanding balance
or if necessar y documentation is not submitted. If traveling as an
individual, the individual must complete Financial Training.
By signing the group travel roster list, students af firm that if they do
not travel and monies have been paid on their behalf, it will be their
responsibility to repay funds expended that are not reimbursed to UCF.
Once you return from travel you must follow -up with the A&SF Business
Of fice and the Student Government Association (SGA) Of fice.
THINGS TO REMEMBER
Plan ahead. Consult an Activity & Service Fee Business Of fice
accountant.
Ask accountant what documents are required to submit with
your purchase or travel request form.
Funding provided by the Student Government Association does
not imply or express liability. Students and registered student
organizations utilizing Activity & Service Fee funds for travel
are not covered by University of Central Florida insurance
unless travel is for of ficial SGA business. (CRT Allocations,
Senate Bills, etc. are not of ficial SGA business).
Individuals or student organizations should familiarize
themselves with all Student Government Statutes and use for
their reference Title VIII: The Finance Code, which is on the
SGA & A&SF Business Of fice website
