Submitting a Travel Request (written)
Instructions for submitting a Travel Request.
- From the Sinai Central home page, select Finance > Transactions .
- From the Transactions page, select New > Travel Request.
The New Travel Request form displays. - In the top area of the form, examine your box #, telephone, and department name to ensure they are accurate.
- In the Traveler Information area, click in the field for Name of Traveler.
The User Search window displays. This window enables you to select any person from the Mount Sinai directory. - In this window, you can search for a person using several criteria. You can:
a. Search by last or first name. Use the drop-down menu to search for names that start with, contain, or are equal to values that you type.
b. Search by life number. Enter all or part of the person's life number.
c. Search by department. Use the drop-down list to select the department to search.
Enter your search criteria and select Search. - From the list that results, select the traveler.
You are returned to the New Travel Request window. The name of the traveler, and the traveler's department, are now entered into the form. - If the traveler is a student, post doc, or fellow, you must select the check box beneath the name of the traveler. Per travel policies, only students, post docs, and fellows are given travel advances.
- Enter the dates of departure and return. Both are required.
You can type the date in the format mm/dd/yyy, or, click the calendar icon and select the date from the pop up calendar.
- Enter the travel destinations. Selecting Foreign will send this request to the Dean for approval, per Mount Sinai's policies.
- In Purpose of Travel, enter the purpose for the travel. This is a required field for all travel requests.
- Justification is required for foreign and post-dated travel. The justification should state why foreign travel is necessary, and/or why the travel request is postdated instead of submitted in advance.
- Travel insurance is required by policy. Even if the traveler is not being reimbursed, or if travel has been covered from petty cash, you must still submit a travel request to obtain travel insurance. If that is the case, select the check box for Travel Request for Insurance Only.
Selecting Travel Request for Insurance Only hides all unneeded fields on this form. If you select this checkbox, fill out the Travel Insurance information, add comments if needed, and submit the request. The travel request is then finished.
If you did not select Travel Request for Insurance Only, continue with the next step. - In the Charge Travel Expenses To area, select the fund and object code. Both are required.
- To split expenses between funds:
a. Select Add More.
b. From the drop-down list, select Percent or Fixed Amount.
c. In the first field, enter the amount or percentage which will be transferred from the additional fund. Any costs not covered by the transfer are covered by the original fund.
d. In from fund, enter the fund from which you will transfer funds. This field does not provide you with a list; you must type the fund number into the field. - In the Estimated Travel Expenses area, enter estimates for the travel expenses. If it's a post-dated request, enter actual amounts.
- If the registration fee must be prepaid, select the check box for REGISTRATION FEE. When this checkbox is selected, fields to enter the amount and organization for prepayment are displayed. If you do not select this checkbox, those fields remain hidden.
- If you have a pre-payment, in the Pre-payments and Advances area enter the amount and organization for the pre-payment.
a. Click in Estimated amount and enter the amount of the pre-payment or advance.
b. Click in Organization. This brings up the Pick Payee window.
c. From the Pick Payee window, search for and select the payee for the pre-payment. This returns you to the New Travel Request window. - If you have an advance, in the Pre-payments and Advances area select the type: None, Check Request, or Petty Cash.
- If needed, enter amounts for Pre-paid Registration and Trainee Travel. Only these amounts will be paid in advance. The remaining expenses will be paid with a voucher after travel is completed.
- Travel Insurance information is required. Fill in the Beneficiary and Address fields.
- Comments are optional.
- Clicking Save Draft will save this request without submission. Clicking Submit sends it submits it for approval.
