travelnews: TRAVELTIPS: Airfare authorization tips and definitions

[BAO news for travel administrators]

Good Afternoon Travel Coordinators -

This is our busiest time of year for ticket purchases through our contract travel agencies and we thought it would be helpful to discuss information fields on the request form for which we most often have questions:


Relationship with UO:  Your selection needs to be specific to the trip you are booking.   If you have a traveler who is a student AND also a UO employee, please consider whether this is a UO business trip with a 39X1X account code.  If they are traveling for their job duties, choose Employee from the dropdown menu.

Business Purpose:  Be sure to provide enough detail to explain the benefit of the travel to the UO.  Please spell out acronyms.

Business Dates:  List the date range your traveler is on business for this  trip.  If they attend all or part of a conference the dates should be the exact date range they are attending.  If there are multiple business purposes, for instance a conference plus a prior meeting, list the date range for the meeting day through the last day your traveler is attending the conference.

Travel Dates:  List the dates your traveler is departing and the date when they are returning, including any personal time.

Itinerary:  Copy and paste only the passenger name, flight schedule and price.  No need to include all the additional canned information on the email like , email headers, flight reminders, baggage info, etc.  If you need to print a hardcopy of your request, this all takes up space and isn't needed on the airfare authorization.

Requisitions Number:  Use up to six digits, alpha and/or numeric.  When airfare charges are distributed to your department with a Journal Voucher, the description line will show the travelers name and the requisition number.  It may be helpful to your department to come up with a meaningful requisition number to track trips for each traveler and to balance your accounts.  Some departments use abbreviations like conference acronyms or start date of travel in number format.  This field is entirely for your convenience.

General Notes:  Any additional notes or useful information regarding the transaction can go into this field.  For instance: your department previously authorized a ticket, your traveler reviewed within 24 hours and needs a change.  The previous ticket is being voided and this is the replacement.   Or you explain the circumstances of a one way ticket purchase.  Or include a note that says the PSC contract will be completed within a few days and you will forward a copy to be attached.

Also, the program works best in Mozilla Firefox or Chrome. Internet Explorer doesn't allow some form functionality.

Feel free to call the travel office with any questions.

Laurie Jacoby, CTC
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158 - Voice
541-346-8078 - Travel Fax



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