Traveler Information form

Traveler Information form
Travel funding must be approved in advance by The University Seminars office.
Has the budget for this trip been approved?*

YesNoI do not know
Guest speakers and respondents should be notified by the Chair or Rapporteur of the travel expenses approved prior to submitting the Traveler Information Form on their own.

Please contact the seminar Chair or Rapporteur to receive positive confirmation that funding has been approved before filling out this form.

For seminars contact information, please see the list of seminars linked below:

List of Seminars

Booking Travel

Which travel/accommodations will you require?
Air Travel:

International or Domestic

Train Travel:

Amtrak only.

For interstate travel requiring NJTransit, LIRR, or bus lines, traveler will need to submit a reimbursement request. Reimbursements can take from a few weeks to a few months to process and may not be possible for some guest speakers. Review our Reimbursements page for details.

Hotel Reservation:

The University Seminars will consider travel requests for a one-night stay for a guest speaker. For speakers traveling a significant distance from locations within the US or Canada, The Seminars will consider requests for a two-night stay.

International guest speakers may receive approval for a maximum of three nights. Chairs must specify a justification for the extra nights.

Reimbursments:

The steps for submitting a reimbursement vary depending on the payee's affiliation.

Non-CU Affiliates who plan to request a reimbursement from Columbia University for the first time, can request to be set up as a payee in advance. Contact our Administrative Assistant, Giran Ceballos (grc2136@columbia.edu), to request an invitation to PaymentWorks. New payee profiles are reviewed and approved by the Finance department.

Car Service:

Rides to and from the airport or for rides to and from the University.
Select all that apply*

Air TravelTrain TravelHotel ReservationReimbursmentsCar Service

Traveler Info
Seminar Number and Name*
Once this Traveler Information Form is submitted, our Administrative Assistant, Giran Ceballos (grc2136@columbia.edu) will communicate with the travelling guest directly to confirm travel requirements.

Under the TSA Secure Flight Rules, we are required to collect the following passenger information: name (as it appears on government-issued ID), gender, date of birth and the name and phone number of an emergency contact.
Traveler Name*

TitleFirst NameMiddle Name / Initial if shown on IDLast Name
Date of Birth*

MonthDayYear
Gender*
Country Calling Code
Phone Number*
Email*

Confirmation Emailexample@example.com
Emergency Contact Name*

TitleFirst NameMiddle NameLast Name
Country Calling Code
Phone Number*
Email*
example@example.com
Relation*

Air Travel
Columbia University will only allow us to pay for the cost of a flight directly to and from the seminar-related event. Any flight that lands in another city or lands more than a day before or after the event will be compared to the cost of a flight that lands in NYC immediately before and after the event. We will pay up to the cost of that flight. Any cost above that will be charged to the traveler.

The traveling guest may plan to attend several events in different cities and ask us to pay for two parts of the journey instead of a direct round-trip flight. For example, a guest may fly from Colorado to New York City and then fly to San Francisco instead of making an immediate return to Colorado.

If the guest will make the return trip to a different city (instead of a direct round trip), please indicate.
Flight Type?*

InternationalDomestic
Are you extending your stay to attend another event or for personal reasons?

YesNo
Please explain below
Flight Departure Date & Preferred Time*

MonthDayYear
Date
Hour MinutesAM/PM Option
Flight Return Date & Preferred Time*

MonthDayYear
Date
Hour MinutesAM/PM Option
Departing from
City*
Destination
City*
Return to
City*
Seating Preference
Additional Air Travel Notes

Frequent Flyer Program
Frequent Flyer Program
Frequent Flyer Number
Known Traveler Number or redress number

Your Known Traveler Number (KTN) or PASS ID, received through Global Entry, NEXUS, SENTRI, or other programs, can be used for TSA Precheck

Learn More (Click to Show/Hide)
- If you are a member of a U.S. Department of Homeland Security Trusted Traveler program (TSA Pre✓® application program, Global Entry, NEXUS or SENTRI) or are an eligible member of the Department of Defense, please provide your Known Traveler Number, PASS ID or DoD ID number.
- Redress Number:
The Department of Homeland Security's Travel Redress Inquiry Program (DHS TRIP) is a single point of contact for individuals who have inquiries or seek resolution regarding difficulties they experienced during their travel screening at transportation hubs--like airports and train stations--or crossing U.S. borders, including:
denied or delayed airline boarding
denied or delayed entry into and exit from the U.S. at a port of entry or border checkpoint
continuously referred to additional (secondary) screening
If you have applied for redress through DHS, a unique Redress Number will be assigned to you. For more information on the Redress process, go to www.dhs.gov/trip

Learn More (Click to Show/Hide)
Known Traveler Number or PASS ID
Redress Number
Additional Notes

Train Travel
Train Departure Date & Preferred Time*

MonthDayYear
Date
Hour MinutesAM/PM Option
Train Return Date & Preferred Time*

MonthDayYear
Date
Hour MinutesAM/PM Option

Itinerary*

	Departing From	Destination	Return to
City

Amtrak Guest Rewards Number
Seating Preference
Additional Train Travel Notes

Hotel Reservation
Columbia University regulations prevent us from covering more than 2 nights in a hotel for any guest. Extended stays (over 2 nights) must be arranged by the traveler themself. Contact The University Seminars office with any questions.

Guests who wish to extend their stay in New York City are responsible for booking separate accommodations.

International guest speakers may receive approval for a maximum of three nights.
Hotel Check-in Date*

MonthDayYear
Date
Hotel Check-out Date*

MonthDayYear
Date
Additional Hotel Preferences or Requests

Reimbursements
Foreign nationals:

Some foreign persons may not be eligible for reimbursements.

Visit Allowable Payments by Visa Type for a table that details what payment authorizations are allowed by visa type.

Non-CU Affiliates:

Non-CU Affiliates who plan to request a reimbursement from Columbia University for the first time, can request to be set up as a payee in advance. Contact our Administrative Assistant, Giran Ceballos (grc2136@columbia.edu), to request an invitation to PaymentWorks.

New Payee profiles are reviewed and approved by the Finance department. The approval process can take up to 6 weeks. In order to complete a PaymentWorks profile the following information must be provided among other related information:

Tax information (SSN for US citizen or US legal resident, EIN, or TIN for International Individuals)

Banking information

The Finance department will review and approve the Payee Profile via the PaymentWorks portal. This review/approval process can take up to eight weeks. Our Administrative Assistant will monitor this process closely.

Once the New Payee Registration is approved and a payee profile is created in the University's accounting system, our Administrative Assistant will process the reimbursement for payment. Payment is contingent on approval from Columbia University's auditing department. This approval process can take an additional two - four weeks to complete.

Review our Reimbursements page for more details. Click here.
Do you require reimbursement for parking, tolls, mileage, or local transportation (such as subway, bus, or taxi)?

YesNo

Car Service
Do you require a car service to and from the airport, or to and from the University?

YesNo
Additional Car Service Notes

Accessibility
Columbia University is committed to diversity, equity and inclusiveness with the goal of providing an accessible, usable, and welcoming environment. Do you have any accessibility request?*

YesNo
Accommodation Request
Should be Empty:

Traveler Information form

Booking Travel

Traveler Info

Air Travel

Frequent Flyer Program

Known Traveler Number or redress number

Train Travel

Hotel Reservation

Reimbursements

Car Service

Accessibility