Step 1

Before you go...

•Apply for the State Travel Card (US Bank Visa)
•Seek approval to travel. Complete a Travel Authorization Form with estimates and required signatures.
•Obtain Travel Authorization Number (TA#) from Purchasing Department.
•Give TA# to approved travel agency to purchase airline ticket.
•Use Procurement Card (or request prepayment) for registration.
•Use State Travel Card (or request prepayment) to pay lodging deposit.
•Look for international travel warnings/health alerts on the web.
•If renting vehicle, use state contract rental agencies and State Travel Card

During your trip...

•If renting a vehicle, use state contract rental agencies and State Travel Card, decline all insurance.
•Keep original receipts for single charges over $25, all rental car gas, all lodging.
•Keep conference schedule - (showing which meals were provided).
•Separate any personal expenses (dry cleaning, videos, alcoholic drinks, magazines, etc.)
•If international travel, document currency exchange rates.

Step 3

When you return....

•Prepare Travel Expense Voucher for eligible expenses that will not be reimbursed by any other entity (not eligible: personal expenses, recreation, alcohol).
•Include TA# in space provided
•Attach required receipts, conference schedule, other necessary documents.
•Tape small receipts securely to separate piece of paper, staple to TV form.
•Reimburse MSC by personal check, if necessary, at the Business Office, LHH102
•Submit in time to avoid IRS implications and credit card late fees.

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