Travel Forms
Travel Authority
A Travel Authority (TA) form must be completed for the traveler, approved by the appropriate authorized designee and delivered to the Travel Office prior to every trip in connection with college business. All out of country travel--excluding British Columbia, Canada--must have approval from a Vice-President or the Provost.
Blanket Travel Authority
A Blanket Travel Authority (BTA) is designed to cover the employee throughout the fiscal year for in-state travel only using the same org number. The Blanket Travel Authority is also valid in bordering cities such as Portland, OR and Vancouver, BC. Passengers cannot travel on an employees BTA.
Travel Advance
Request a travel advance by completing the Travel Expense Advance portion of the Travel Authority form (TA). This is the only time the traveler will need to sign the TA. The approved travel advance request must be submitted to the Travel Office at least 10 working days prior to departure. Travel advances cannot be requested for registration fees, airfares, car rentals or POV mileage. The purpose of the travel advance is to defray the employee's anticipated reimbursable expenses for meals and lodging. The amount of the advance is based on an estimate and may exceed the actual allowable expenses. The traveler must be prepared to return any non-reimbursable portion of the advance to the college within 10 days of the conclusion of her or her trip.
Group Travel
Whenever two or more employees are traveling to the same destination and riding together, it is not necessary to prepare separate TA's on each individual traveler. A group TA should have the name and address of the driver and list the accompanying passengers. Drivers may trade off on the driving as long as the driver license number is included for each person that will be driving. Only the traveler listed in box number one on the TA can claim reimbursable expenses (parking, gas, etc.) against the group TA, the passengers cannot. It is important for this reason that the home mailing address of the traveler is included.
Trip Justification Form
The Trip Justification Form must be filled out and attached to the TA for any out of country travel. It requires the signature of a vice-president or Provost.
Travel Expense Voucher Form A-20
The Travel Expense Voucher is an accounting form used to document the money spent on a trip, and how much is owed to the traveler by the college, or by the traveler to the college.
Travel Expense Voucher Form A-20 (effective January 1, 2010)
The State Administrative and Accounting Manual (SAAM), revised travel policy reflects a decrease in the mileage reimbursement rate for privately owned vehicles from $0.55 to $0.50. This decrease mirrors the federal rate set by the United States Treasury Department which, per RCW 43.03.060, is the maximum rate the state can pay.