How to Format a TA © 2016 Brigham Young University–Idaho

The Travel Application (TA) is the form you will fill out to request travel from your supervisor. The following are some steps to set up your travel and get your TA approved. © 2016 Brigham Young University–Idaho

In your web browser’s URL, type in WWW.BYUI.EDU/TRAVEL © 2016 Brigham Young University–Idaho

On the Travel page, select TRAVEL APPLICATION/AUTHORIZATION/RECONCILIATION. © 2016 Brigham Young University–Idaho

On the left hand side of the screen, you will see several options On the left hand side of the screen, you will see several options. Select TRAVEL APPLICATION to start your TA process. © 2016 Brigham Young University–Idaho

Date: This date is the day you are creating the TA. TA Number: Make note of your TMP Number. The TMP number is a temporary number only, it is not the approved TA number. Once the TA has been approved by the account steward/or supervisor, you then will receive your 5-digit TA number. © 2016 Brigham Young University–Idaho

Employee I#: Type your full 9-digit I Number. Your name will automatically appear here… Your office phone number will appear here. © 2016 Brigham Young University–Idaho

Your department name will appear here. Account Number: Type your 10-digit account number here. This should be your department’s account number. The account number used needs to be your department travel code number ending in: (i.e: 5500, 5550, 5600) Your department name will appear here. Supervisor Email: The account stewards BYU-Idaho e-mail will automatically appear here, once you enter the account number.  If you are not using your own department account number, your supervisor will still be notified that you are requesting travel. © 2016 Brigham Young University–Idaho

Destination: Type in your intended destination here. Purpose of Trip: Type a brief explanation of the purpose behind your trip. (i.e. attend LDS conference in Salt Lake) © 2016 Brigham Young University–Idaho

Type of Travel: Select whether your travel is domestic (to any U. S Type of Travel: Select whether your travel is domestic (to any U.S. state) or international. Type of Travel: Select whether or not you are travelling with or without students. (you might want to note that a “Student Overnight travel Form” needs to be filled out and approved, before a TA is submitted for approval to the supervisor.) © 2016 Brigham Young University–Idaho

Other Employee’s meals: If other employees are traveling on same TA, then list their names. This will automatically add them to your per diem amount. Leave Date: Using the drop down boxes, select your desired date of departure. Return Date: Using the drop down boxes, select your desired date of return. © 2016 Brigham Young University–Idaho

Air Fare: Write down the estimated cost of Air Fare. Travel to and From Airport: This is used for shuttles, taxis, or trains etc. –to airport from hotel, and then hotel back to airport. School Vehicle: If used, this will be a DIRECT BILL from the Vehicle Scheduler (Kay Hilton) in Fleet Services Personal Vehicle: The use of personal vehicles at the full approved rate is available only for travel to and from the Idaho Falls, Pocatello, and Jackson airports and other approved “local” area travel. as of January 2016 Full Mileage Rate: .54 per mile Half Mileage Rate: .27 per mile Other Transportation: This is used for rental cars A good way to estimate costs is to explore I Travel, examining the options available and using those prices in your estimates. © 2016 Brigham Young University–Idaho

Meals: Select WORKSHEET and select the appropriate amounts for each meal. (If a meal is complimentary from a Hotel, included in the Conference Fee, or paid by another associate, then the meal should be marked as a “no cost” on the worksheet.) Lodging: Write down the approximate amount you feel will be spent on lodging during your trip. Registration Fees: If you are attending a conference that has attached registration fees, put that amount here. These expenses can be paid with a purchasing card. Other Expenses: Miscellaneous charges, for example: Airport Parking, Luggage Fees, Tips, Rental Car Fuel, Tolls, Bus, (or any other form of transportation) that is not documented in any of the previous lines. © 2016 Brigham Young University–Idaho

Total Estimated Costs: All the prices you have entered will automatically be totaled into this box. © 2016 Brigham Young University–Idaho

Contact Phone: Automatically fills out with who is doing the TA Contact Phone: Automatically fills out with who is doing the TA. However, if it needs to be changed, it can be. Instructions: If you have any messages for the Travel Department (request for a specific flight or hotel, etc.) write those requests down in this box. The TA Reconciliation Specialist (Dawn Shirley) does not receive any information in this box. You would need to contact her separately. © 2016 Brigham Young University–Idaho

After reviewing the information on the TA, you may select the SUBMIT option. If you are missing and/or waiting for more information, select the SAVE/EXIT option to save the TA format. If you save/exit you will need the TMP # from the top to access the form. © 2016 Brigham Young University–Idaho

After submitting it, the account steward/or supervisor will receive the TA to either approve or deny.  You may want to follow up with the account steward/supervisor to make sure it gets processed in a timely manner.  Sometimes the email might end up in their junk mail. © 2016 Brigham Young University–Idaho

If you have any questions you may call the Travel Office at 208-496-2340 © 2016 Brigham Young University–Idaho