Authorization to Travel
Employees required to travel in the performance of their official duties and
entitled to reimbursement for expenses incurred must have prior approval from
their immediate supervisor and the Office of Accounting and Finance. All international
travel must be approved by the Commissioner of Administration prior to departure,
unless specific authority for approval has been delegated to a department head.
All travelers must complete an Authorization
to Travel form and submit to the Office of Accounting and Finance
within seven to ten business days prior to the anticipated travel. This
multi-part form is available in the Office of Accounting and Finance
(OAF).
All fields pertaining to your travel must be completed. Please note that the
some fields require detailed responses which includes, but is not limited to,
Vehicle Rental Justification and Lodging/and or Meal Excess Justification.
Support documentation such as confirmation of registration fee, an agenda,
and a list of conference hotels must be attached to the request for Authorization
to Travel Form.
To request that registration be paid on your behalf prior to your travel, indicate
such in the designated area. A copy of the registration form and documentation
confirming the amount of the registration fee must be attached.
Trip Cancellation
When a trip has been canceled and an airfare approval form has been submitted,
Accounts Payable must be notified of the cancellation. Send a copy of the approved
Authorization to Travel to Accounts Payable with "canceled" written
across the face of the form. Also, Navigant International d/b/a Louisiana Travel
Services must be notified as well.
When registration was paid on your behalf by the college, the vendor must be
notified in writing. A copy of the notification must be forwarded to the Office
of Accounting and Finance. If the request is submitted prior to the cancellation/refund
deadline, it must be requested that the refund be directed to Baton Rouge Community
College, Office of Accounting and Finance.
