Virginia Tech Travel Estimate And Approval Form
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1Virginia Tech Travel Estimate and Approval Form
Use this form 1) To provide an estimate of travel expenses in accordance with departmental requirements, 2) To request
approval for all international travel from the Office of Export & Secure Research Compliance, and 3) To request approval for
international telecommunications services from Communications Network Services. After approvals are granted, a copy of this
form must be attached to the department travel expense reimbursement voucher copy. Under policy restructuring, it is no
longer a requirement to send this form to the Controller’s Office.
TRAVEL INFORMATION
Name of Traveler:
Visitor
Faculty
Staff
Student
Mining and Minerals
0239
Department:
Mail Code:
100 Holden Hall
1-6671
Address for Return of Form:
Contact Telephone:
Destination(s):
Dates of Travel: FROM:
TO:
Name of Dept. Head or Designee Signing Below
PURPOSE OF TRIP
2. Non-Conference Travel:
1. Conference Travel:
Giving a presentation or poster
State Purpose:
Serving as panel member, discussant, or chair
Serving as an officer or board member
Attending only
Other please explain
Conference/name (please use complete name):
Dept #
Fund #
Amount
Estimated cost for:
Funding Source:
Transportation:
Dept/Fund/Amount
Lodging:
Dept/Fund/Amount
Meals:
Dept/Fund/Amount
Conf./seminar fee:
Other Known Attendees:
CNS approved services:
Other:
Total Estimated cost:
LODGING EXCEPTION REQUEST (Required when lodging exceeds ALLOWABLE rate)
ALLOWABLE Lodging Rate (Excluding Taxes)
REQUESTED Lodging Rate (Excluding Taxes)
DIFFERENCE from Allowable to Requested
JUSTIFICATION for excessive lodging rate:
Motor Pool: Date/s_________PickupTime _______ Return Time_________ Type of Vehicle _______
Airline: Airport:____________________ Departure Date/Time __________________
Return Date/Time ____________If specific dates and times needed, email the information to
or otherwise we will book your flight based on the information provided
form
Conference Registration: Website ________________________ or provide copy of registration
TRAVELER:
Date:
SUPERVISOR
Date:
for Staff, Students & Visitors
DEPT. HEAD OR DESIGNEE:
Date:
SENIOR MANAGEMENT
:
Date:
(Optional)
Departmental Version
Revised July 2013
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