Phoenix College Faculty Travel Committee Home Page
Travel Authorization Form
When should I complete a travel form?
All Travelers should submit a Travel Authorization Form prior to your travel, whether you are traveling in county, or out of county, and whether you are requesting reimbursement or not. If you are paying for all expenses, just write "self" or $0.00 under anticipated expenditures reimbursed.
When do I submit my Travel Authorization Form?
Submit the form at least 1 month prior to the start of your travel. Your trip is not considered to be approved until all signatures are on the form.Remember your form must be approved first by PC administration and then the District FPG before your travel is considered to be approved.
What happens to the form after it leaves the FPG Representative's office?
It is sent to the appropriate Vice President, then to the president’s office for signature. Once approved on campus, the request is then sent to the District FPG personnel for review. Once approved, it is returned to the college FPG representative and then forwarded to the Fiscal Agent. The Fiscal Agent then records and files the form and accompanying documentation, while waiting for your Travel Expense Claim Form(s) to be returned for verification and reimbursement. The green copy of the Travel Authorization Form is returned to you to let you know that your travel is approved. Please file it in preparation of completing the expense claim forms after the event.
What receipts should I keep?
You need to keep ORIGINAL receipts for lodging, transportation (rental, air fare, shuttle, taxi, parking fees), and registration if you want registration fees reimbursed. These receipts will be attached to your Expense Claim Form A.
IF YOU WANT TO BE REIMBURSTED FOR YOUR TRAVEL EXPENSES, YOU MUST SUBMIT A TRAVEL EXPENSE CLAIM FORM with ORIGINAL RECEIPTS WITHIN 30 DAYS OF YOUR TRAVEL.
All requests must be submitted prior to June 28th of the current academic calendar
What is the best way to estimate the lodging?
Check with the hotel for room rates as well as taxes and additional charges. Call the hotel to verify all costs. Where possible, it is best to stay at a conference designated hotel. Call the Fiscal Office to determine if there is a limit when staying at the hotel where the conference is hosted.
Tip: Over estimate your expenses. You will only be reimbursed for appropriate travel expenses based on what you request. If you forget to include taxies, tips, shuttle services, etc., you will have to pay out of your pocket.
