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Department of Sociology and Anthropology

University of Mississippi

Travel authorization and travel reimbursement instructions

Please follow these steps for making Travel Authorizations and Travel Reimbursement requests:

Please note that ALL university-affiliated international and domestic travel is prohibited until further notice.  If you wish to travel, you must complete a COVID-19 Emergency travel waiver exemption available here in addition to the authorization form.

 

Travel Authorizations (before you travel)

Fill out the Form

  1. Fill out a travel authorization form available here: Travel Authorization – Excel
  2. Be sure to follow the instructions on page 2 of the form.
  3. If you are travelling internationally you must also fill out an International Travel Approval Request
  4. Be sure to SIGN the form where indicated.
  5. If you are using your own account, be sure to include your account number in the appropriate box and INITIAL where indicated.

Submit the form electronically to Christy

  1. Send the travel authorization via email to Christy at crisom@olemiss.edu. Be sure to Attach electronic copies of all documents (receipts, airline quotes, etc) concerning your request.
  2. Indicate in the email what account you would like to use for this payment. If you would like to use your allotted department travel monies, please indicate that as well.
  3. After you have forwarded the document, Christy will review the authorization to see if everything is complete. She may contact you for missing information
  4. Once the authorization is ready, Christy will log the authorization request for department records and will forward the document for the Chair to sign. You, the requestor, will also be copied on the email so you know the authorization has been submitted.
  5. The chair will return the signed document to Christy (ccing the requestor) who will forward it over to Procurement Services for approval, with all attachments included.

Await approval from Procurement

  1. Once approved, you, the requestor, will receive an email notification from procurement (usually Loretta Thomas or Denita Sneed) that the trip has been approved containing your trip # (“TTA#”). You’re ready to go!  Have a nice trip!!

Travel Reimbursements (after you travel)

Fill out the Form

  1. Fill out a travel reimbursement  form available here: Travel Reimbursement Forms
  2. Be sure to follow the instructions on page 2 of the form.
  3. Be sure to SIGN the form where indicated.
  4. If you are using your own account, be sure to include your account number in the appropriate box and INITIAL where indicated.

Submit the form electronically to Christy

  1. Send the completed form via email to Christy at crisom@olemiss.edu. Be sure to Attach all documents (receipts etc.) concerning your request.
  2. Indicate in the email what account you would like to use for this payment. If you would like to use your allotted department travel monies, please indicate that as well.
  3. After you have forwarded the document, Christy will review the reimbursement to see if everything is complete. She may contact you for missing information.
  4. Once the form is ready, Christy will confirm the reimbursement request and add to department records and will forward the document for the Chair to sign. You, the requestor, will also be copied on the email so you know the reimbursement has been submitted.
  5. The chair will return the signed document to Christy (ccing the requestor) who will forward it over to Procurement Services for approval, with all attachments included.
  6. Employee should receive notification from procurement via email notifying them that a disbursement will be made.

 

 

From the UM Procurement website:

Travel Authorizations and Reimbursement Vouchers

We ARE accepting travel documents and receipts digitally if the original cannot be submitted under current circumstances.  These documents should be emailed to travel@olemiss.edu.  Travel vouchers still require approval by the department head and signatory officer.  For forms that are submitted without physical signatures, please attach department head and signatory officer approvals, e.g., email or memo.

For all travel requests sent digitally, the department should collect and hold the original documents.  Please do NOT send the original if a copy was emailed to us.  Departments should collect these original documents centrally and hold them for possible surrender at a later date.

Because both domestic and international travel have been suspended until further notice, we are not processing travel authorizations or advances.  If a travel authorization and/or travel advance request is received, we will simply hold it in suspense until the travel ban is lifted.

Travel reimbursement vouchers for completed and canceled trips are being processed daily.  Every effort should be made by the traveler to obtain refunds for expenses already incurred for a canceled trip, e.g., airfare, registration fees, hotel deposits, etc.  For truly non-refundable expenses, the traveler should submit a reimbursement voucher with all applicable backup documentation.

If an advance is owed back to the University for a cancelled trip, payment should be dropped off at Procurement Services (rather than the Bursar) as soon as possible.  The payment should be in an envelope with the name of the traveler and trip number (if known).