TRAVEL OFFICE

ENCUMBERING TRAVEL FUNDS FOR INDIVIDUALS 

This procedure was designed to help departments encumber monies for individuals who want to travel (especially late in the fiscal year) and be assured that funds would be available upon the completion of the trip.

Initiate a Requisition from the departmental level. NOTE: Please use the following document numbering configuration: R4PBSTBFR4P (doc type and fiscal year) BS (1st 2 digits of org) T (for Travel) and the initials of the employee. This coding helps clearly identify travel encumbrances from a regular requisition for supply purchases or blankets.

• Include the vendor code for the particular traveler for whom the money is to be encumbered. Make sure to check your Banner  table, FTIIDEN, to insure you have the proper code for that traveler.
• If there is not a vendor code established for the traveler, please contact Purchasing and they will establish one for you. This process takes about 24 hours.
• List the exact amount which you want to be encumbered for the ENTIRE trip. If travel tickets and registrations are purchased via another method,  there is no need to include that amount in this encumbrance figure.
• Under commodity - list where trip is planned, dates and/or name of conference.