Travel Authorization
App State requires travel authorization to be completed and turned in to Michelle Holcombe in the Psychology office BEFORE you proceed with the grant application process. If you are traveling with the College of Business, travel authorization should be sent to Lauren Stansberry in Peacock Hall. A travel authorization is required for any and all travel. Travel authorization should be sent to the correct representative via email and contain the information below. Contact information for both Michelle and Lauren are located at the bottom of the page. Please
read the following carefully:
- The travel authorization form must have: name, school email, banner ID, times/days (when you leave campus and when you return to campus), destination, what conference you are presenting at, associated faculty member, and proof of presenting (acceptance letter/email) if applicable. Also, include all estimated travel costs which are shown below:
- Registration fees: include the cost to register for the conference.
- If flying: provide an estimate showing how much a flight could cost. Keep all boarding passes to be returned for reimbursement.
- If driving: the person that owns the car is the only individual that can claim mileage.
- If staying in a hotel: provide an estimate showing how much it could cost per night. Remember to get a zero-balance receipt with ONLY your name on it.
- If hotel parking, airport parking, shuttle, or taxi - estimate the cost ahead of time and remember to get a receipt.
- Meals: this section will be completed by Michelle or Lauren. You do not have to fill this out.
- Remember: all receipts have to show only the person that is asking for a reimbursement. Each person has to pay for their own airline ticket, hotel room, and registration.
- Each receipt has to show how it was paid for. Example: the last four digits of your credit card information and/or the words, VISA, MC, etc.
Approval has to be made by Michelle Holcombe or Lauren Stansberry at least two weeks before travel. Again, it is advised that you do this months in advance - especially if you are seeking additional grants.
Reimbursements
Within 30 days of returning, email all receipts to Michelle Holcombe (if traveling with the psychology department) or Lauren Stansberry (if traveling with the management department) so that they can begin the process. Provide them with the following information if applicable:
- Registration receipt showing a zero balance
- Flight: receipt showing that you bought the flight and have zero balance; must show how this was paid (i.e. visa last 4 digits, etc.); copy of boarding pass.
- Hotel: receipt showing a zero balance. If you are splitting the room, each person needs a separate receipt showing a zero balance, showing how it was paid as above.
- Parking, taxis, shuttles: provide all receipts, showing how paid as above.
- Drivers: vehicle mileage from when you departed to when you returned.
- Meals: operate on a per diem basis - no receipts necessary.
You only have 30 days from your return date to complete the reimbursement process. If you do not request reimbursements within 30 days, you will be unable to receive reimbursements from the university.
Questions? Please contact Michelle Holcombe (Psychology) or Lauren Stansberry (Management):
Michelle Holcombe
holcombekm@appstate.edu
828.262.8927
Lauren Stansberry
stansberrylm@appstate.edu
828.262.2163
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Checklist for Travel Authorization and Reimbursement (PDF, 85 KB)