Travel Authorization form FAQ
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1 A & F Finance Travel Authorization form FAQ Version: 2.3 Revision Date: April 24, 2018 Accounting and Fiscal Services is pleased to introduce the new Travel Authorization form. The new form will be used for all travel authorization requests. Improvements include helpful pop up information that will simplify completion of forms as well as built-in links to other required forms that assist with meeting compliance requirements. These improvements will enable Accounts Payable to issue reimbursements without unnecessary delays due to missing documentation. Questions? Contact Accounts Payable Manager Lana Lewis at x What should I do if my web browser does not display the form? This new fillable form includes advanced functionality such as pop up information and calculation that requires extended support version of the web browser. Three options are available to obtain the form: Option 1: You can download the form directly to your local disk: Right click on the form link; Click on Save Link As to download form; Open downloaded form with Adobe Reader 9.1 (or higher) or Adobe Acrobat Pro. Option 2: The form is attached to this FAQ document. Click on the paperclip icon on the left-hand side of this document to view the Attachments section. Double click the attached form to open. Option 3: You can contact IT help desk to install Firefox ESR if you wish to open and fill your form on your web browser. Click here for more information of the supporting web browser. Page 1 of 8
2 How do I download the form if I am using a Mac? Option 1: We suggest right click on the form link to save the form, however, right-click on a Mac may not be set up on trackpad by default. There are two ways to right-click and save the form on your Mac. Method 1: Press the Control Key Screenshot Press and hold the Control (Ctrl) key while you click the mouse button When the right-click menu appears, select Download the Linked File as. Method 2: Enable Right-Clcik Screenshot Click the Apple logo on the top left corner of Mac and select System Preferences Page 2 of 8
3 Method 2: Enable Right-Clcik (Cont.) Screenshot Click the Apple logo on the top left corner of Mac and select System Preferences Select Trackpad or Mouse depending on what you are enabling the right click for. Check Secondary Click to enable right clicking and select your preferred method of right clicking. After enabling the right-click, right click on the form link and select Download the Linked File as. Page 3 of 8
4 Option 2: You can also click directly into the form link and download it from the browser even the form is not displayed in your broswer. Hover your mouse over to the bottom of the screen and a set icons will appear. Click the fourth icon and the form will be downloaded automatically to the download folder. Page 4 of 8
5 How do I view the form if I am using a Mac? Step 1: Download Adobe Reader for Mac from (Note: If you do not have administrative access to download Adobe Reader on a University Mac, please submit an IT ticket to have it installed). Step 2: Open the downloaded form with Adobe Reader for Mac by right clicking on the downloaded form in your download folder. (Mac by default uses Preview to open pdf file and Preview does not support the advanced functionality in this fillable form). Page 5 of 8
6 General Information Section What is the Class Coverage button? When Faculty is selected, a Class Coverage section will appear in the Appendix. You can click the button to navigate to the section. Complete this section if your department requires you to do so. What is Release of Liability? When student(s) are traveling they are required to complete this form prior to traveling. This form indemnifies the University. What travel type do I select? If you are traveling internationally, select international travel. If not then select Domestic and #5 will not display. Is Insurance required for International Travel? All faculty, students and staff traveling internationally are required to use the California State University Risk Management Authority (CSURMA) Foreign Travel Insurance Program (FTIP). Insurance must be requested at least four weeks in advance of travel. Who is required to approve International travel? The President must approve international travel. If you are traveling to a high risk area then in addition to the President s approval the Chancellor s office must also approve your international travel. Allow at least 45 days to obtain the Chancellor s office approval. Page 6 of 8
7 Chartfield String Section What is the Travel Estimator Worksheet button? You can estimate your travel expenses using the Travel Estimator Worksheet. Click the button to navigate to the estimator. The requirement to provide an estimate is department specific. The notes at the end of the form may help you complete your estimate. Where do I obtain the correct chartfield information? If you are unsure of the correct chartfield to use, ask your supervisor for help. Expenses will only be processed for reimbursement when they are distributed to the correct account, fund, Department, Program, Class and Project. How do I enter account information? Click on dropdown menu to choose one of the common accounts or manually type the correct account if it is not listed. Page 7 of 8
8 Signatures Section Who is my approving authority? Your approving authority is your direct report administrator (MPP)/Chair or higher in the absence of your direct report. What should I do if I need more than one PI / Departmental Approval / Delegation Authority (DOA) s signature? Do the certifications vary upon different traveler category and travel type? Yes. Certifications are different depending on the payment type you choose. Please read carefully before signing the form. Click + or - button to add or subtract rows for signatures. Page 8 of 8
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