Accounts Payable

Before the Trip

When an employee has decided to go on a trip he/she must fill out a TRA form (Request to be Absent and Travel Application). These forms need to be completely filled out and can be obtained from the Supply Room. Refer to instructions on the reverse side of the Travel Reimbursement Application for routing of form. Travel in the Academic area requires a Dean's signature.

Anticipated expenditures will be encumbered according to the listed account information. The form is then separated and the white copy is kept in the Accounts Payable Department waiting to be matched up with the future travel voucher. The yellow copy is returned to the department chair.

If a rental vehicle has been reserved and is being paid for through the College's main travel card, the traveler must fill out a purchase requisition that includes the rental confirmation number and submit this form prior to the trip. This information is then sent on to the rental agency authorizing the rental on the College's behalf and billing the rental to the College's travel card.

If a travel reimbursement application is handed in and the traveler does not go on the trip or decides he/she does not want to be reimbursed, please notify the Accounts Payable Department staff so that they can disencumber the money set aside for this trip. It is also important that the traveler contact the rental agency and the Accounts Payable Department staff to notify them of any cancellation. In the case of the rental car agency, this should be done prior to the trip so that we are not billed for reserving the vehicle.