8H400 Request to Travel

Date

Preparer's Name*

Preparer's Email*

example@example.com

Traveler Name*

First NameLast Name

Traveler Email*

example@example.com

Supervisor's Name*

Supervisor's Email*

example@example.com

Traveler Type:*

Supervisor will receive an email to electronically approve travel.

Business Officer Email

example@example.com

Account Number

Event Title

Travel Destination:*

Start Date*

Date

Return Date*

Date

Purpose of Travel *

provide business purpose of trip, conference name/workshop and how it benefits YOUR work/research in the department:

If traveling internationally, do you currently have a valid passport that will not expire before you return?*

YesNo

Are you a speaker at a conference or presenting a paper/poster?*

YesNo

Title or paper/poster:

Will a university PROCARD be used for this travel?*

YesNo

Will you have any personal travel during the trip?*

YesNo

If personal travel is included: The ProCard may not be used for airfare and a valid cost comparison from Concur must be obtained for what the airfare would cost if traveler were flying only on official UK business. The cost comparison must be completed and printed on the same day the airline ticket is purchased.

If personal travel, please provide additional information

Will you miss any classes during the travel?

YesNo

Name of contact person (faculty or grad student) who will be covering your classes during your absence.

First NameLast Name

If using any departmental resources (as opposed to grant or contract funds) for this travel, please document the justification and any prior correspondence with the Chair. Unless you specifically request departmental resources and get approval in advance, you must have grant or other funds that will cover your expenses.

UK Travel Reimbursement policy can be found at: http://www.uky.edu/EVPFA/Controller/files/BPM/E-5-l.pdf

To ensure coverage under UK's International Insurance plan, all university travel outside the United States, and all university travel to U.S. territories (i.e. American Samoa, Guam, Northern Mariana Islands, Puerto Rico, and U.S.
Virgin Islands), should be registered here. https://ihss.uky.edu

Airfare Expenses?*

YesNo

Who is making the payment?*

Business OfficerTraveler

Concur must be used to book air travel unless special arrangements are made.

Airfare

	Vendor	Estimate	Payment Method
Airfare
Booking Fee
Pre-Approved Comfort
Internet
Baggage

Total Airfare

Provide add'l information, if needed. (weblink, preferred flight details: flight #, departure time/return time, other)

Ground Transportation Expenses?*

YesNo

Who is making the payment?*

Business OfficerTraveler

Ground Transportation Breakdown

	Vendor	Estimate	Payment Method
Taxi/Uber/Lyft/Transit
Car Rental
Parking
Mileage

Total Ground Transportation

Provide website link, if needed.

Meal Expense? (Will be based on # of days in travel status. )*

YesNo

Meals

	Vendor	Estimate	Payment Method
Per Diem
Other
Other
Other

Provide website link, if needed.

Total Meals

Registration & Miscellaneous Expenses?*

YesNo

Who is making the payment?*

Business OfficerTraveler

Registration & Miscellaneous Expenses Estimate

	Description	Vendor	Estimate	Payment Method
Misc1
Misc2
Misc3
Misc4

Provide additional information, if needed such as web link or early bird deadline.

Total Registration & Miscellaneous Expenses

Lodging?*

YesNo

Who is making the payment?*

Business OfficerTraveler

Lodging Expense

	Description	Vendor	Estimate	Payment Method
Misc1
Misc2
Misc3
Misc4

Total Lodging

If sharing a room, enter the name of person sharing a room with:

If business office is making reservations, Select bed size

Provide hotel information:

Total Travel Estimated

8H400 Travel Request & Approval Form