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Currency [0]/Explanatory TextG5Explanatory Text %0 F Followed Hyperlink   1Good;Good  a%2 Heading 1G Heading 1 I}%O3 Heading 2G Heading 2 I}%?4 Heading 3G Heading 3 I}%235 Heading 49 Heading 4 I}%64 Hyperlink   7InputuInput ̙ ??v% 8 Linked CellK Linked Cell }% 9NeutralANeutral  e%3Normal % :Noteb Note   ;OutputwOutput  ???%????????? ???<$Percent =Title1Title I}% >TotalMTotal %OO? Warning Text? Warning Text %XTableStyleMedium9PivotStyleLight16`ϔSheet1Sheet2Sheet3  ; uRequest for Overnight Travel-Request for Day-Only Travel that exceeds $500Department/Office:Dates of Travel: Benefit to the Commonwealth/UMW:TWhat is the meal and incidental per diem the state allows for your destination city?:(This location is the city where you will spend the night)((List official business dates of travel)Destination City Location(s):JActivity and Location are optional fields. All other fields are REQUIRED. Funded AmtFundORGAccountProgramActivityLocation SignatureConference/Registration Fee(s):PriceSourceName of Traveler:YesNoIs the traveler a UMW EmployeeStudentGuestFOAPAL Manager'sDATESignature of PRESIDENT OF UMW(DATE)9Table for demonstrated cost analysis of airline ticket: 'Enter estimated totals in yellow fieldsphone calls must be given on reimbursement form, i.e., why someone else in the office could not handle the business in your absence.2Total Estimated Lodging (automatically calculates)Shuttle (home/airport AND/OR hotel/airport) Tips are included in the incidentals portion of the per diem and will NOT be reimbursed.  Other (Taxi/airport parking/hotel parking/Internet/etc.) for official business days. NOTE: Official business justification for Internet or  V[ 7TOTAL ESTIMATED COST OF TRIP (automatically calculates)EXCESS LODGING SECTIONJIf purchasing airfare, list 3 different cost estimates in the table below: to avoid out-of-pocket expenses.!NOTE about ALL Internet Purchases?If purchasing any travel items using Internet, carefully read ;www.umw.edu/ap/businessmeals/designated_signers_for_pre.php1www.umw.edu/ap/travel/air_rail_transportation.php2www.umw.edu/ap/travel/personal_vehicle_mileage.php,www.umw.edu/ap/travel/internet_purchases.php,www.umw.edu/ap/travel/per_diem_lodging_rates@www.umw.edu/ap/travel/per_diem_lodging_rates/lodging/default.php Enter Reason for Excess Lodging:Note to Executive Staff and designees: The state regulations allow you to approve the excess lodging when "circumstances warrant." Please remember these files must be able to sustain the test of public review (think about how it would look in the newspaper).Date!www.umw.edu/ap/travel/default.phpMREAD the Travel Regulations at this web site to avoid out-of-pocket expenses:?Enter the number of official business nights during your travel,NOTE: If purchasing a travel package and itemization is not provided, contact Accounts Payable BEFORE purchasing in order to avoid out-of-pocket expenses.<get appropriate additional signature for approval if needed.&LOOK UP the state's allowable rates atTOTAL PER DIEM%(this field automatically calculates);OUT-OF-COUNTRY TRAVEL (INCLUDING HAWAII AND ALASKA) SECTION-Enter number of official business travel DAYSSPurpose of Trip/ Name of Meeting:In addition to other required approval signatures as indicated on this form, PRIOR TO ANY TRAVEL PURCHASES, get the President's signature to approve the request to travel outside the contiguous 48 United States.TIf your name is not on this list, you do NOT have authority to approve this section.The following MUST occur:3Signature AND DATE of Executive Staff or designee**9**A list of Executive Staff and designees can be found at(2) NOT be for a room upgrade.k*ROOM rate is defined as the RATE the hotel charges for the ROOM itself--NOT your PORTION of the room rate.INTERNET PURCHASE NOTEITEM #1:ITEM #2:Internet purchases show the date of the purchase; therefore, if the Internet was used to purchase lodging that exceeds the rate listed on the table, and the form was NOT signed by the appropriate people PRIOR TO THE LODGING PURCHASE, you will receive only the amount listed on the table.l(1) A business justification for exceeding the allowed rate MUST be given on this form in the box above, ANDxDoes the ROOM rate at your lodging facility exceed the state's listed rate shown on the table for your destination city?{What is the state's allowable lodging ROOM rate for your destination city? (Find on the state's rate table; link is above.)If you are sharing a room AND:y(1) your *ROOM rate is the amount listed on the state's table OR LESS, you do NOT need additional signatures for lodging. qx(2) your *ROOM rate is an amount between the rate listed on the state's table and 150% of that rate (that's the rate given on the otable multiplied by 1.5), then see ITEM #2 in the "Excess Lodging Section" above and follow those instructions.3I0For detailed explanations, see "Exception #2" at2this form, and get appropriate signature approval.)Signature and DATE of Asst VP for Finance2Total Amount to be paid (calculates automatically),Trip Approval: Signature of Department HeadcUniversity of Mary Washington Request for Travel Form (An Agency of the Commonwealth of Virginia)#$6 8 [IF you are sharing a room AND your *ROOM rate exceeds the rate listed on the state's table,%#-THENBIF your *ROOM rate exceeds the amount listed on the state's table,%your department's appropriate Executive Staff (or OFFICIAL designee) can approve your lodging rate up to 150% of the state's allowed rate on the table (MULTIPLY the rate given on the table by 1.5).V(2) The Executive Staff or designee MUST SIGN and DATE PRIOR to ANY LODGING purchases.k(1) Be done IN ADVANCE for payment/reimbursement. (See INTERNET PURCHASE NOTE at the bottom of this page.)8%NvIf LODGING is INCLUDED in the fee, contact Accounts Payable PRIOR to purchase/payment to AVOID OUT-OF-POCKET EXPENSES.<AMCar Rental (Economy only & use Enterprise Car Rental if renting in VIRGINIA.) '4!KCAREFULLY read9PRIOR to ANY travel purchases, get the Dept Head's signature. Additional signatures are needed PRIOR to: (1) lodging purchase if the nightly ROOM rate at your lodging facility exceeds the rate that is on the state's lodging table. (2) ANY travel purchase if the travel is outside the 48 contiguous United States.n~SHARING A ROOM SECTIONSPAGE 2 - ADDITIONAL APPROVAL SIGNATURES needed PRIOR to travel purchases as definedNOTE: NO ONE AT UMW HAS AUTHORITY TO APPROVE ANY RATE ABOVE 150% except as defined in the "Sharing a Room Section" and at the web site listed below. You will be reimbursed ONLY up to 150% of the rate allowed by the state ONLY if all appropriate written approvals were done IN ADVANCE, i.e., BEFORE the purchase was made. (See INTERNET PURCHASE NOTE at the bottom of this page.) Read the following web site for all lodging regulations and additional exception information:J&` p(Use this form for UMW employees; students; guests, including speakers, candidates, etc. TAB through the form.)Z*])@If yes, see ITEM #1 in the "Excess Lodging Section" on PAGE 2 of2"nAre you sharing a room with a colleague? If yes, read the "Sharing a Room Section" on PAGE 2 of this form and<R"What is the ROOM rate (without taxes) at your lodging facility? (If multiple rates enter highest nightly rate.) Receipt MUST show nightly rate and taxes separately.q(-www.umw.edu/ap/travel/car_rentals/default.phpMLODGING AND PER DIEM RATES (Per Diem is paid ONLY if travel exceeds 24 hours)K AIRFARE/TRAINIf you purchase airfare, train/rail or conference registration, will the purchase be made using the departmental credit card (SPCC)? lESTIMATED TOTAL cost of your trip FUNDED by UMW (Only amounts funded and allowed by the state will be paid.)0L|Airfare/Train--Coach or Economy class only. Class type (coach, economy) must be evident. Read regulations and exceptions at  ^The TRAVELER should keep the ORIGINAL signed form. The TRAVELER should attach a copy of this form (with approval signatures and dates) to ALL payment requests for expenses associated with the travel, such as registration fees; travel reimbursement requests; departmental credit card log, if the card < was used to pay for allowed travel expenses; etc.The Executive Vice President (Rick Hurley) and the Executive Asst to the President (Ranny Corbin) can sign in the absence of the UMW President.1(3) your *ROOM rate EXCEEDS 150% of the state's allowed lodging rate (that's the rate given on the table multiplied by 1.5), the state has granted the OFFICIAL UMW FISCAL OFFICER (Allyson Moerman) authority to approve up to a "per person" rate based on the amount listed on the table. This approval MUST: NOTE: Ticket Class (e.g. economy, coach) MUST appear on purchase receipt. If not shown on receipt, the ticket stub showing class type MUST be attached to purchasing source.7Mileage (to airport OR destination) Enter DOLLAR value.  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