Obtaining the Travel Authorization/Travel Advance and Expense form
There is an Excel version of the Travel authorization form and Travel reimbursement form that can be downloaded. If these forms are used, please print out the reimbursement form and staple to the travel envelope for faster processing.
The Travel Authorization/Travel Advance and Expense form is a form with envelope and is not currently accessible via download. You may request such forms online via the Online Form Request Page.
When to Use the Travel Authorization/Expense Report Form
Travel Authorization/Travel Advance and Expense form is an all-in-one form that can be used to authorize and plan travel, prepay travel expenses and get reimbursed for travel expenses upon return from a trip. Click here for complete instructions on how to fill out the form.
There are three sections that make up this form:
Section I Estimated Expenses
Section I should be completed when planning any travel involving an overnight stay or the purchase of an airline, train or bus ticket. The traveler, or the traveler’s assistant should submit all estimated travel expenses, including prepayments, airline tickets and hotel costs. Accounts Payable in Medford or the Bursar Offices in Boston and Grafton will then authorize travel by providing a Travel Authorization Number (T Number).
Section II Predeparture expenses paid by/ billed to Tufts
In Section II traveler’s can pay predeparture expenses directly from departmental or grant funds. Predeparture expenses can include hotel deposits, conference fees, etc. All original receipts and documentation should be attached to the Travel form prior to submission. The preparer should make copies of receipts and documentation for recordkeeping purposes. The Accounts Payable Office requires complete vendor information to complete the transaction. Payments will be made directly to the vendor unless other instructions are indicated in “Special Instructions To Accounts Payable” space on the form.
Section III Employee Paid Expenses
Section III should be completed during or after the trip. In this section list all of the expenses that were incurred out of pocket by the traveler. Space is provided at the top of the columns for Date, Day, and From and To locations. Actual expenses should be itemized according to date and category (auto mileage, lodging, etc.). The lower part of Section III provides space to detail business expenses incurred while traveling. For example, if the traveler had breakfast in his hotel alone, that expense would be listed in the top part of Section III. If the traveler entertained a potential donor that meal and expense would be described below
For more information about appropriate travel expenses please refer to the university’s Travel Expense Guidelines.