FAQ - Miscellaneous Pre-Trip Issues

Can Research Foundation, UCPEA and AAUP accounts can be used to book airline tickets through the contracted agencies?
No. These accounts can not be used to book an air line ticket through the contracted agencies. Generally, amounts awarded for air tickets are a partial cost of the ticket. The accounts can not be used to hold a ticket, that is to pay the whole cost when only ½ the cost has been awarded. A traveler can either purchase his/her own ticket and be reimbursed or use a department account or grant account to book the ticket. An adjustment can then be made by the Travel Office to credit that account and charge the partial amount to the Research Foundation, UCPEA or AAUP.

Can a traveler can get an advance on his/her air ticket?
No. The traveler can not get an advance on the air ticket. Tickets can be charged directly to the traveler's FRS account, by using one of the contracted agencies. Therefore, advances on air will not be permitted.

What is the amount available for travel advance?
The advance is figured at 75% of the amount of the "all other costs". This may not include air tickets purchased by the traveler. Only advance checks in the amount of $250 and more will be processed.

Is it not necessary to fill in the social security information on the TIF or TA form?
No. It is not necessary to fill in the social security number, we would prefer that the last 4 digits are filled in. The number is a double check for the Travel Office, allowing us to be sure we are processing the correct person. Persons who feel uncomfortable about providing us with their number can fill in the social security number with only the last 4 digits of the number.

Are travelers are still required to send in a Letter of Justification before arranging their trip?
No. Letters of Justification are no longer required for any kind of travel.

The paperwork for a trip funded on a grant, must it be in the Travel Office before the end date of the grant?
No. The paperwork for a trip, or any accounting charges can be processed on a grant regardless of the end date, and with in the guidelines set up by OSP. The importance of the end date is with regard to the trip. The trip must end before the end date of the grant.

Does a traveler needs to have the E-ticket receipt for his/her air ticket in order to be able to board the plane?
No. The traveler only needs to know his/her flight number and have a picture ID when checking in to his/her flight. The air ticket receipt is not necessary to have.

Will the traveler be notified that his/her paper ticket is in the travel office?
Yes, but only if E-TIF or TA paperwork was been sent to the Travel Office. Once the paperwork arrives, the travel preparer will be notified that the paper ticket is ready for pickup.

Can an air ticket purchased from a contracted agency, an advance and a parking permit can be requested for a student?
Yes. Students get the same travel privileges as employees. Departments should be very diligent in settling travel advances for students as they are not always aware what is expected of them.

How should a student be listed on the TIF or TA form, under University Affiliation, as a "non employee"?
No. Non employees do not have the same privileges as employees. Only tickets can be booked for non employees, such as guest or visitors. Students should be listed as students so that they have access to all travel benefits.

When are Advance checks ready? Will the traveler will be called when the advance check is ready?
Advance checks are ready 3-5 days before the departure date of the trip but you will not be called when the check is ready. Travelers are responsible for checking to see if the check is ready. Checks must be picked up in the Disbursement Office in Accounts Payable. Advance checks will not be mailed out unless you are at regional campus or professional school.