Approved Travel Authorization Forms are required for all university travel involving an overnight stay or the purchase of an air, rail or bus ticket. This eliminates problems pertaining to insurance regulations and coverage by ensuring travel is on authorized university business. In addition, Travel Authorization Numbers (T-Numbers) serve as a Purchase Order (PO) number, allowing the traveler to book travel through university-affiliated travel agencies.
Travelers attending conferences/seminars are required to submit a copy of the conference/seminar agenda with their request for a T-Number.
Prior to a trip, the traveler must receive authorization from their supervisor, chairperson or dean. (Individual schools or sponsoring agencies may require additional approvals). Departments are responsible for ensuring that total travel expenditures do not exceed their own budgetary limitations.
Procedure
The traveler must complete an Travel Authorization/Travel Advance and Expense form outlining the purpose of the trip and estimating the total travel costs. This form must be signed by the traveler, the Department Chair/Director, the Budget and Fiscal Officer and Sponsored Programs Accounting, if traveling on a grant or contract.`
The approved form must then be sent to Accounts Payable, and a Travel Authorization Number (T-Number) will be issued. A T-Number is required for all travel involving an overnight stay and/or the purchase of an air, rail or bus ticket. T-Numbers are made available by Accounts Payable when the completed and approved Travel Authorization/Travel Advance and Expense form is received at the following offices:
AP: Medford (TAB 310)
Bursar: Boston (Posner Hall)
Bursar: Grafton (Administrative Services Building).
In emergencies when a T-Number is needed on short notice, the completed and approved Travel Authorization/Travel Advance and Expense form can be faxed to Accounts Payable at:
Medford 617-627-3879
Boston 617-956-0384
Grafton 978-839-7912
Issuance of a T-Number will allow the traveler to make travel arrangements through the university's authorized corporate travel agencies.
