Prepaid Airfare for a Non-Employee
Module: Accounts Payable
Business Process #: AP-10
Purpose of Process: To process prepaid airfare for a non employee.
| Step | Individual | Activity |
| 1 | Employee | Determines that non employee travel is required and prepares non-employee travel authorization form. Obtains approval from appropriate approval authority. |
| 2 | Employee | Contacts travel agency to begin process of selecting appropriate flight. |
| 3 | Employee | Once appropriate flight is determined, employee faxes approved travel authorization to local travel agency. |
| 4 | Travel Agency | Once approved travel authorization is received by the travel agency, the ticket is issued. |
| 5 | Travel Agency | Sends any necessary itinerary and receipts to department directly once ticket is issued. |
| 6 | Travel Agency | Sends to Accounts Payable invoice and copy of non-employee travel authorization as proof of authorization for ticket |
| 7 | Accounts Payable | Receives invoice and copy of travel authorization. |
| 8 | Accounts Payable | Enters voucher to issue check to vendor for airline ticket. |
The travel authorization for a non-employee must contain the following information in order for the travel agency to issue a ticket:
• Date – this is the date the form is completed and should not exceed the date of the travel.
• Division/Department – the UWG department for which the traveler resides or department that will provide funding for the travel.
• Full Traveler Name – name of the traveler to whom the ticket should be issued.
• Address – address of the individual for whom the expense is incurred.
• City/ST/Zip – City, State and Zip of the individual for whom the expense is incurred.
• Depart Date – Date the individual is on travel status for the university.
• Return Date – Date the individual is to return is no longer on travel status.
• City – destination for the purpose of the travel authorization.
• State - destination for the purpose of the travel authorization.
• Country – Required for foreign travel - destination for the purpose of the travel authorization.
• Travel Purpose – Reason to incur the travel expense.
• Estimated Cost Airfare or other common carrier – Represents a maximum price to be allowed for the cost of the transportation.
• Fund/Dept Id/ Program/Class/Project – account for UWG from which will charge will reside.
• Approving Official – The name and signature of the individual approving the use of funds. The traveler and the approving official can not be the same individual.
• Director, Sponsored Projects – Required in the event the PROJECT field is completed.
