Travel Request (TR)
Office of Business Affairs | Departments |  Policies & Procedures | FAQs | Forms | Contact Info

How to complete Form TR

The Purpose of Form TR is to reserve funds for a trip which will be taken, and insure that the traveler is covered under the UHD insurance and workers compensation programs.

1. Save this file as "Template Travel Request" to your computer.  You can use this file to create travel requests for your department.
2. Leave Purchase Order No. and Travel Request No. lines blank.
3. Type in Today's Date, (date you are making Travel Request).
4. Type name of traveler. (Last name first).  Note: use legal name only.
5. Type Vendor ID number of traveler.
6. Type phone number of traveler.
7. Type in Job Title and Designated Headquarters, (HQ), of Traveler and Duty Point.
8. Type name of department contact.  (This is the Travel Requester.  Last name first).
9. Type campus room number to contact.
10. Type phone number of contact.
11. In the Classification of Traveler section, check appropriate classification of traveler.
12. The Itinerary section information should include your itinerary selection provides to you by your Travel Office.  Type in Desired City/Flight outbound, (departure), and inbound, (return).
13. Type departure and return dates.
14. Type in car rental name.  Include location and dates IF different from flight information.
15. Type in hotel name and location.  Include dates IF different from flight date.
16. In the Estimated Travel Expenditures section, type estimated amount of travel expenditures for direct-billed and reimbursed expenses using Local and/or State Funds, Total Funds.
17. Type in the percentage or amount of travel expenditures to be paid or reimbursed by non-UHD third party, (if applicable).
18. In the Itemization of Estimated Travel Expenditures section, type the Cost Center information including Fund, Dept ID, Program, Project, Account number and estimated amount to be charged.
19. Check appropriate box if travel request is for employee insurance purposes only.
20. Enter purpose/benefit of travel to university.
21. In the Authorization section, print name, obtain required signatures and dates as follows:

• Traveler - if not available, a faxed copy of signature before travel is required.
• Supervisor/Unit Head - required for all travelers.
• Certifying Signature - required for all travelers.
• Officer of Contracts/Grant - only required for travel charged to a sponsored contract or grant.
• Provost/Vice President - only required for travel with a foreign departure or destination other than Canada or Mexico, and university guest.
• President/Chancellor - only required for travel with a foreign departure or destination other than Canada or Mexico.

The Travel Office uses the authorized TR Form to create a requisition in PeopleSoft.  The requisition is used to create a Purchase Order to encumber or reserve the funds on the cost center(s) supplied and documented on the TR form.

Once a PO has been created, any changes that are needed must be made using the UHD Encumbrance Adjustment form.  The Encumbrance adjustment form is used for the following modifications:

• Cancel the Purchase Order.
• Change PoepleSoft Cost Center information.
• Increase the amount of specified Purchase Order lines.
• Decrease the amount of specified Purchase Order lines.

Up to Travel Office

.