travelnews: Travel Tips: AirFare Authorization Forms

[BAO news for travel administrators]

Thank you for the friendly reminders! :)

On Mon, Oct 29, 2012 at 5:19 PM, BAO news for travel administrators <
travelnews at lists.uoregon.edu> wrote:

>  Here is a refresher on the Airfare Authorization Form.****
>
> ** **
>
> ****  Important – Please be sure to send a copy of the complete airfare
> authorization form to the Travel Office for our monthly credit card
> reconciliation! ****
>
> * *
>
> *Here is the form:*  http://ba.uoregon.edu/sites/ba/files/forms/aaf.pdf***
> *
>
> ** **
>
> *Important Details:*
>
> **·         ** No Nicknames.  Please use the *traveler’s legal name*, as
> it appears on the itinerary.****
>
> **·         ***Contact Info:*  Who do we call with questions?  Please be
> sure to fill in contact name and phone number.****
>
> **·         **Little boxes:  please be sure to tick *New, Change,
> Personal Time*, etc. so we know the purpose of the transaction****
>
> **·         ***Itinerary* – Short N Sweet:   Fill in the dates, plus
> departure and arrival city.  That’s plenty!****
>
> **·         ***Agency/Agent name*.  Please put in  both – we might not
> know which agency Sue works for.****
>
> **·         ***Business Purpose* – Make it pretty, please!  We want all
> the info!  Spell out acronyms, give the dates of business.  If the business
> dates don’t match travel dates, please say why.  Is your traveler a guest?
> Say why we are paying for him to travel.  Include a copy of the PSC
> contract.   Is there personal time?  Please don’t make us guess!****
>
> *Signatures*:****
>
> Your *department signature authorizer* (box on the left side) needs to
> have this form on file:  ****
>
> http://ba.uoregon.edu/sites/ba/files/forms/dsa.pdf   They have been given
> authorization from a department head to expend funds for the index you are
> using. Check with us to be sure there is a form on file.  If it has been a
> few years since the form was submitted, please update your information by
> filling out a new form.****
>
> ** **
>
> *Travel Agency Authorizer* (box on the right):  this is a person who has
> been given authority to sign and charge airline tickets to the Travel
> Office credit card.  Get this signature and  fax the form to the travel
> agency and fax a copy to travel for the credit card reconciliation  Or send
> to the Travel Office for a signature and we will fax the agency to finalize
> the airline ticket.****
>
> ** **
>
> *Deadline:  Once a reservation is made, the price is subject to change
> until it is ticketed.  Please be sure to fax airfare authorization forms to
> the Travel Office by 4pm for processing. There is always someone assigned
> to the fax machine for airfare authorization form processing.  Since there
> is no Travel Office general email box, please avoid emailing as we cannot
> guarantee receipt of your email for airfare authorizations.*
>
> ** **
>
> *Related information:*
>
> ** **
>
> Airline Travel:  http://ba.uoregon.edu/content/air-travel ****
>
> When to get comparison quotes:
> http://ba.uoregon.edu/content/air-travel-when-to-get-a-comparison-air-fare-quote
> ****
>
> ** **
>
> Have a great week!****
>
> ** **
>
> Laurie Jacoby, CTC****
>
> Travel Manager****
>
> Business Affairs Office****
>
> University of Oregon****
>
> lajacoby at uoregon.edu****
>
> 541-346-3158 - Voice****
>
> 541-346-8078 - Travel Fax****
>
> ** **
>
> To view all travelnews messages posted since January, 2002 visit our
> archive at
>
> http://www.uoregon.edu/~travel/travelnews/
>
>
>
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