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Frequently Asked Questions

ADJUSTMENTS AND REVISIONS

Should a "revised" TIF form and copy of the award letter should be faxed to the Travel Office if a TIF form was sent in and the traveler later received an award letter from the Research Foundation?
Yes. Faxing the revised TIF form enables the Travel Office to revise the coding on the Worldtek, Orbitz or SWABIZ charge, or correct the encumbrance on an advance.

Will an air tickets will be charged on the account that was given to the contracted agency when the ticket was booked?
Depends on the timing. If the TIF or TA arrive in the Travel Office before the ticket is charged off, the account on the TIF or TA will be used. If there was no TA or TIF in the Travel Office at the time the aircharges are billed to us, we will charge the account given at the time the ticket was booked. If the TIF or TA arrives in the Travel Office after the ticket has been charged, and the account on the TIF or TA is different than the account given to book the ticket, then the Travel Office will process an account adjustment.

If the account changes after a ticket was booked through a contracted agency can changes be made by sending in the TA or TIF form with the correct account written in? Can this paperwork can be faxed to the Travel Office?
Yes. If the department or traveler decides to change the account to which the ticket should be charged, then a revised TIF or TA form should be faxed to the Travel Office .

If an award letter for travel costs, not including contracted air, is received after the TA or TIF form was sent into the Travel Office, can the account with correct awarded amounts can be sent in on the reimbursement? Does the award letter need to be attached?
Yes. If a Research Foundation award is received during or after a trip takes place, the correct award coding in the correct amounts can be entered on the reimbursement. The award letter must also be attached to the reimbursement. It is not necessary to send in a corrected or revised TA or TIF.

An award letter is received for partial costs on air fare and the ticket was booked through one of the contracted agencies, and the TA or TIF was already sent into the Travel Office, Can a revised TA or TIF be faxed to the Travel Office?
Yes. When an award letter is received after a ticket is booked, the TIF or TA can be sent into the Travel Office and Research Foundation funds will be used to pay for the cost of the ticket, or part of the cost. If a TA or TIF has already been sent into the Travel Office, and the traveler wants to add awarded Research Foundation coding to the cost of the air ticket, then a revised TIF or TA can be faxed to the Travel Office. A copy of the award letter must also be faxed with the TA or TIF.

An award letter is received for a registration that has already been paid by using the prepaid registration form or by using the Procard. Can a revision can be sent to the Travel Office in order to make this adjustment?
No. Once a payment has been made, whether in the form of a prepaid registration or a procard charge, or a reimbursement payment, any changes must be made through the Accounting Office.

Electronic Travel Information Form (E-TIF)

What does ETIF stand for?
Travel Information Form. Since pre-trip paperwork is not required, we developed the ETIF as a mechanism to receive pertinent information - parking permit request, travel advance requests and notification of air purchased through a contracted travel agency.

When a traveler does not need to book a ticket through a contracted agency, does not need a permit to park at Bradley, and will not be requesting an advance, do they still need to submit the TIF form to the Travel Office to cover the traveler's trip?
No.  A TIF does not need to be filled out.  Travel within the contiguous US does not require written approval and no prior paperwork will need to be sent to the Travel Office.  The TIF is only sent in to provide information about a ticket booked through a contracted agency, to request a parking permit at Bradley Airport , or to request an advance.

Does the contiguous United States includes Hawaii and Alaska ?
No.  The contiguous US only includes the continental US, or the 48 states.  Hawaii and Alaska are not part of the contiguous US.  Therefore, travel to either of those two states will require a Travel Authorization.

When a contracted agency is used for travel within the contiguous US, should a TIF form be used and on should the contracted agency name be selected?
Yes.  Please select, on the form, the name of the agency used.  Provide the requested information so the air line ticket will be correctly charged.

Is the TIF form submitted electronically?
Yes. Hit the submit button and the information comes to a travel database.

When a traveler is using the TIF form in order to give the Travel Office information about an air ticket booked through a contracted agency and/or in order to receive a permit to park at Bradley Airport , is a signature required?
No.  The traveler's signature on the TIF email confirmatin sheet is only necessary when the traveler is requesting an advance.  The promissory note appears on the bottom of the TIF email confirmation.  The signature is needed only for that note.

When a traveler has booked his/her own ticket with a personal credit card, should a TIF form be filled out?
No.  If an employee purchases his/her own ticket, he/she will only need to send in a reimbursement with the receipt attached.  Written prior approval is not required to be sent to travel.

Does a traveler who would like to have an advance, fill out a TIF if the trip is within the continental US?
Yes.  A form for travel within the contiguous US is only needed to give information about an air ticket, a parking permit or an advance.  So, when requesting an advance, the TIF should be filled out.  The signature for the promissory note in the bottom left hand corner of the form is required.

Is the sub code for travel within the contiguous US, but not in the state of CT, is always 2620?
Yes.  Out of state travel is coded to the sub code 2620.  Instate travel is coded to the sub code 2610. 
Foreign travel is subcode 2621,  Puerto Rico and Canada are sub code 2620 but must be submitted on a Travel Authorization.

A traveler taking a trip and will not need to book an air ticket, will not need a parking permit for Bradley, and does not want an advance, do they need to do a TIF?
No.  Travel within the contiguous US does not require prior written approval by the Travel Office.  The traveler need only to submit a reimbursement with attached receipts to the Travel Office upon returning from his/her trip.

When traveling within the continental US, using a ticket booked from a contracted agency, using funds awarded by the Research Foundation to pay for the cost of the ticket, should a TIF form be sent to the Travel Office with back up paperwork (award letter, air itinerary) attached?
No.  No back up is required for the TIF form.  Only the coding information on the form is necessary.  All back up paperwork, including award letters and air itineraries should be attached to the reimbursement.  However, a TIF form does need to be filled out and submitted to the Travel Office.

Accounts on the TIF form, are they encumbered?
Sometimes.     When an advance is requested on a TIF form, the amount of the "all other costs" will be encumbered.  Air tickets booked through Worldtek will also be encumbered.  Air tickets purchased through Orbitz or SWABIZ will be charged off within the week the ticket is booked.

Should TIF forms should always be faxed to the Travel Office?
No.  The TIF email confirmation sheet is faxed to us only in cases where an advance has been requested. For all other scenarios, you are done until the trip is over.

Does t he TIF form require an approval signature from the Dean, Director or Department Head?
The TIF is only a means to provide information to the Travel Office.  Prior written approval is no longer required in the Travel Office for travel within the contiguous US, however, the department should have some form of prior approval in their own office; perhaps an email. In addition, when filling out the TIF, you are required to select YES for department approval. This is our way of saying to you that departments must be sure their travelers are seaking approval within their own departments.  

Miscellaneous Pre-Trip Issues

Can Research Foundation, UCPEA and AAUP accounts can be used to book airline tickets through the contracted agencies?
No. These accounts can not be used to book an air line ticket through the contracted agencies. Generally, amounts awarded for air tickets are a partial cost of the ticket. The accounts can not be used to hold a ticket, that is to pay the whole cost when only ½ the cost has been awarded. A traveler can either purchase his/her own ticket and be reimbursed or use a department account or grant account to book the ticket. An adjustment can then be made by the Travel Office to credit that account and charge the partial amount to the Research Foundation, UCPEA or AAUP.

Can a traveler can get an advance on his/her air ticket?
No. The traveler can not get an advance on the air ticket. Tickets can be charged directly to the traveler's FRS account, by using one of the contracted agencies. Therefore, advances on air will not be permitted.

What is the amount available for travel advance?
The advance is figured at 75% of the amount of the "all other costs". This may not include air tickets purchased by the traveler. Only advance checks in the amount of $250 and more will be processed.

Is it not necessary to fill in the social security information on the TIF or TA form?
No. It is not necessary to fill in the social security number, we would prefer that the last 4 digits are filled in. The number is a double check for the Travel Office, allowing us to be sure we are processing the correct person. Persons who feel uncomfortable about providing us with their number can fill in the social security number with only the last 4 digits of the number.

Are travelers are still required to send in a Letter of Justification before arranging their trip?
No. Letters of Justification are no longer required for any kind of travel.

The paperwork for a trip funded on a grant, must it be in the Travel Office before the end date of the grant?
No. The paperwork for a trip, or any accounting charges can be processed on a grant regardless of the end date, and with in the guidelines set up by OSP. The importance of the end date is with regard to the trip. The trip must end before the end date of the grant.

Does a traveler needs to have the E-ticket receipt for his/her air ticket in order to be able to board the plane?
No. The traveler only needs to know his/her flight number and have a picture ID when checking in to his/her flight. The air ticket receipt is not necessary to have.

Will the traveler be notified that his/her paper ticket is in the travel office?
Yes, but only if E-TIF or TA paperwork was been sent to the Travel Office. Once the paperwork arrives, the travel preparer will be notified that the paper ticket is ready for pickup.

May an air ticket purchased from a contracted agency or a travel advance be requested for a student?
Yes. Students receive some of the same travel privileges as employees. Departments should be very diligent in settling travel advances for students as they are not always aware what is expected of them. Students that are also employed by the University who are traveling for a business purpose are eligible for a Bradley parking permit.

Are students eligible for Bradley parking permits?
No. Only students on state payroll traveling for a work related purpose would be eligible for a parking permit.

How should a student be listed on the TIF or TA form, under University Affiliation, as a "non employee"?
No. Non employees do not have the same privileges as employees. Only tickets can be booked for non employees, such as guest or visitors. Students should be listed as students so that they have access to all travel benefits.

When are Advance checks ready? Will the traveler will be called when the advance check is ready?
Advance checks are ready 3-5 days before the departure date of the trip but you will not be called when the check is ready. Travelers are responsible for checking to see if the check is ready. Checks must be picked up in the Disbursement Office in Accounts Payable. Advance checks will not be mailed out unless you are at regional campus or professional school.

Non-State Employee Travel

A non state employee bought his own ticket and would like to be reimbursed for that as well as lodging and meals.   Should the Travel reimbursement form should be sent to the Travel Office for this type of reimbursement?
No.  All reimbursable expenses for a non state employee must be sent to Accounts Payable, U-6080, on a CO-17.

  A non state employee is being flown in to speak at a conference here on campus.  Can our department buy his/her ticket from one of the contracted agencies?  Should travel forms be filled out and sent to the Travel Office?
Yes  Non state traveler's air tickets can be processed on a TIF form (for travel in the 48 continental states) or a TA form (for foreign travel or travel from Hawaii or Alaska .)  The ticket will be booked through one of the agencies and billed directly to the department account.

  Can a non state employee get a travel advance?
No.  A non state employee cannot get an advance.  Non state employees can only be reimbursed for their expenses.  Reimbursement of those expenses is processed on a CO-17 and sent to Accounts Payable, U-6080.  The Travel Office can only process the cost of the air or rail ticket booked through one of the contracted agencies.  

Travel Authorization

Is a form is required for travel outside the continental US?
Yes.The Travel Authorization form is used for travel outside the contiguous US.  This form is used for travel to all foreign destinations, as well as Alaska , Hawaii , Puerto Rico and Canada .

Is a TIF form used for travel outside the continental US?
No. A TIF is used only for the 47 continental US (US minus Hawaii, Alaska and Connecticut)

Is this form submitted electronically?
No. It must be submitted by mail.

  Should a traveler traveling to Hawaii process his/her travel on a Travel Authorization form?
Yes.  Hawaii is part of the US , but not part of the contiguous US.  Therefore, a Travel Authorization form should be completed.  All back up, including award letters and air itineraries, should be attached to the TA.

  Will funds be encumbered from the Travel Authorization form?
Yes.  All funds on the TA will be encumbered.  Funds included are air tickets, purchased through a contracted agency or purchased with the personal credit card of the traveler.  Also encumbered, is the "all other costs" whether an advance is requested or not.

  Are all sub codes on the Travel Authorization coded to the foreign sub code 2621?
No.  Travel Authorizations are completed for travel outside the contiguous US.  Travel to Hawaii , Alaska , Puerto Rico and Canada are outside the contiguous US.  The sub code, though, to be used for travel to those four destinations should be 2620.

Does the Travel Authorization forms need to be completed, signed and approved before the traveler leaves for his/her trip?
Yes.  Written prior approval must be completed prior to the trip, and forms must be mailed to the Travel Office, Unit 6220.

  If the traveler is leaving for a last minute trip, and not enough time was available to mail the paperwork to the Travel Office (Travel Authorization and any required back up), should the travel preparer fax the TA and all back up to the Travel Office?
No.  It is not necessary to fax a TA to the Travel Office in that situation.  The TA should be completed and signed BEFORE the departure date of the trip.  The TA can then be mailed or dropped off at the Travel Office as soon as possible.  The paperwork does not have to be physically present in the Travel Office before the departure date of the trip.

Should a Travel Authorization form be filled out whether the traveler is asking for an advance or not?
Yes.  A Travel Authorization is required for ALL travel outside the contiguous US, regardless of whether the traveler is requesting an advance or not.

Does a "no cost" trip requires prior approval?
"No cost" trips require prior written approval within your own department.  If the traveler is not asking for a Bradley parking permit, the approval form can be filed in the department.  It is not necessary to send the TA to the Travel Office under those circumstances.  

When a traveler purchases his/her own air ticket, can that amount can be included in the advance?
No.  The advance can only be 75% of the "all other costs."  Air ticket costs can not be included in the advance since the option to direct bill the ticket through one of the contracted agencies is available.