PLEASE READ THE FOLLOWING INSTRUCTIONS BEFORE USING THE FORM!!!

NAME OF FORM: Travel Request Authorization

RESPONSIBLE OFFICE: Finance
CONTACT PERSON: Nancy Williams (4-8108)
DATE LAST REVISED ON NETWORK – 04/03/17
PURPOSE OF FORM: This form must be completed and approved in advance of departure in accordance with
the State Department of Education’ s -Travel Policy
INSTRUCTIONS: See Below.

SC DEPARTMENT OF EDUCATION

TRAVEL REQUEST AUTHORIZATION PROCEDURES

Individuals traveling on behalf of the Department of Education are required to seek and obtain
authorization to travel at Department expense in advance of departure. This process includes the
completion and signature approval of a "Travel Request Authorization" form. This form should be
completed and approved in adequate time to obtain applicable early discounts. A completed and
approved TRA form must be submitted with the travel reimbursement form.

A Travel Request Authorization (TRA) form must be completed and approved when:

(1) traveling out-of-state. ALL out-of-state travel must be approved by the State
Superintendent. Procedures also apply to non-state employees and non-SCDE employees
traveling on behalf of the State Department of Education.
(2) traveling overnight. (Reminder: Employees may only be reimbursed for lodging if
more than 50 miles from headquarters or residence.) In-state overnight travel must be
approved by the employees' immediate supervisor, director or deputy depending on the
director’s authority level. Directors may have authority to approve in-state travel for office
staff if hotel lodging is not over the federal lodging rate and cost of anticipated travel does
not exceed $2,000. Employee should check with their division deputy regarding signature
authorization levels for travel as the requirements vary within divisions. Overnight travel
that will exceed the federal lodging rate must be submitted for approval and signature to
the division deputy, CFO and Superintendent prior to the trip. A justification for exceeding
the federal lodging rate must be attached to the TRA form. For your convenience a TRA
Addendum has been created for the justification (see attached). Procedures also apply to
non-state employees and non-SCDE employees traveling on behalf of the State
Department of Education. Federal lodging rates are found at
http://www.gsa.gov/portal/content/110007. Click on the per diem link.
(3) purchasing an airline ticket.
(4) a registration fee is required to attend a conference or seminar.
(5) renting a vehicle from a company (Hertz or Enterprise).
(6) Agency Purchasing Card (PCard) payment in the Office of Finance or direct billing
by purchase order issued by the Office of Procurement,
(7) seeking reimbursement for use of a personal vehicle; or
(8) at the direction of the office director or deputy.

NOTE: Any deviation from these procedures will delay and possibly disallow the travel
reimbursement.

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SC DEPARTMENT OF EDUCATION | Travel Request Authorization Form
Preparer’s Name and Email: Click here to enter text.

Personal Information
Traveler Name and Employee Vendor # Name: Click here to enter text. Employee Vendor #: Click here to enter text.

Division/Office Division: Click here to enter text. Office: Click here to enter text.
Travel Purpose and Destination
Travel Destination (Address) Click here to enter text.
Purpose of Trip Click here to enter text.
Program or Objective Supported Click here to enter text.
Statutory/Regulatory Authority, if applicable Click here to enter text.

Is travel/attendance required by a grant? Yes ☐ If Yes, List Grant: Click here to enter text.
Travel Details
Date and Time of Departure Date: Click here to enter text. Time: Click here to enter text.
Date and Time of Return Date: Click here to enter text. Time: Click here to enter text.
Transportation Mode Auto Rental ☐ Private Auto ☐ Airplane ☐
*Enterprise ☐ Other (Explain): Click here to enter text.
*Hertz ☐ *Confirmation Email must be attached.
Cost Estimate
NO EXPENSE TO BE REIMBURSED Yes ☐(If no claim will be made for in-state travel, a TRA is only required at direction of the director or deputy.)
Are expenses being reimbursed by a third party?
Yes ☐ If Yes, Name of Third Party: Click here to enter text.

Lodging Cost per night $ Federal Lodging Rate $

Approved ☐ CFO’s Initial 0
Disapproved ☐ Date
Transportation Click here to enter text. 0
Registration Fee Click here to enter text.
(Exclude meals covered in registration fee) 0

Meals Click here to enter text. 0

(Include per diem for meals excluded from the registration fee)

Other Click here to enter text. 0

(This field will auto-calculate; right-click on the $0.00 and select “Update Field”.) TOTAL $ 0.00
Finance Codes
COST CENTER: H 6 3 0 FUNCTIONAL AREA: H 6 3 0
FUND: GRANT #: H 6 3 0

Verification of Federal Funds (Grants Accounting Section) ______________

Signature Approval
Traveler’s Signature and Date

Director’s Signature and Date

Deputy Superintendent’s Signature and Date

State Superintendent’s Signature Approval

(Applicable for all out-of-state travel and lodging exceeding the federal lodging rate as well as all travelers
reporting directly to the State Supt.)

A TRAVELER ON OFFICIAL BUSINESS WILL EXERCISE THE SAME CARE IN INCURRING EXPENSES AND ACCOMPLISHING
AN ASSIGNMENT THAT A PRUDENT PERSON WOULD EXERCISE IF TRAVELING ON PERSONAL BUSINESS. TRA March 2016