To complete a request for Actual In-State or Out-of-State Travel:
Fill in all information provided on the GSCC Travel Request Form continuing through the bottom half of the form for Actual In-State and Out-of-State Travel.
Provide the dates of travel, transportation mode (personal vehicle or state vehicle).
Provide the reason for travel and the destination of travel (city and state).
Provide lodging (name of hotel) and date of departure and date of return.
Sign and date. The date next to the Traveler Signature is the request date.
List the estimated cost associated with the travel.
Airfare and registration fees may be pre-paid by the college if the traveler requests pre-payment. This must be indicated under the estimated cost.
Fill in the FOAP or budget number which will pay the expenses.
When more than one account will be charged for travel, list both budget numbers and the amount to be paid from each budget.
If prepayment of expenses is requested, the traveler must sign the statement at the bottom of the request, “I, the undersigned employee, verify that any prepaid expenses are for travel on official State business.”
Attach a schedule, agenda, or any conference material for the approver to review.
Once the request is completed by the traveler, they may take it to their Department/Division Chairperson and/or Dean for approval. When the Dean has approved/signed the request, the Dean will forward the request to the Executive Staff Member. After the Executive Staff Member has reviewed and approved the request, it will be sent/emailed to the traveler.
When the traveler receives the approved request, they may then request purchase orders, etc. Purchase Orders for out-of-state travel expenses can be approved by the Purchasing Agent once the approval has been obtained and the Purchasing Agent has received a copy of the completed GSCC Travel Request form.
