Travel Request Form and Policy – Step by Step

This form is required for ALL travel for college business and is important for liability issues should an accident happen.

If you are requesting to use a college vehicle, it is advisable to contact Maintenance first to confirm that the vehicle you wish to use will be available. Please be familiar with the policies on the other side of the form.

Fill out form completely, if not it will be returned to you causing further delay, including:

1. Name
2. Departure/return info
3. Location/reason for trip
4. Budget code/cost estimate

• Note: If you are taking a college vehicle for your trip, you will be charged for the mileage from your budget travel codes. Please estimate the cost of the motor pool charges by multiplying the mileage by charge set by Maintenance:
  
  • Personal Vehicle - $0.70 / mile
  • Honda - $0.72 / mile
  • Vans - $0.80 / mile
  • Bus - $2.10 / mile

• Estimate mileage, calculate per fee schedule below and enter on “Maximum estimated cost of trip” section. List all drivers/passengers (or request bus driver)

  1. Type of vehicle used/request for college vehicle
  2. Classes missed/class coverage (if applicable)
  3. Signature
  4. Signature and list of all drivers’ license and phone number (including yourself and/or any other drivers who will be driving).  All drivers of vans must have completed safety training courses prior to trip.
  5. Turn into Athletics Admin Assistant for processing with attached Travel Expense Voucher. After approval, the form will be forwarded to Maintenance.