All forms updated Feb 6th 2024. In doubt please check this link and search for the most recent forms.
TRAVEL GUIDES
TRAVEL AUTHORIZATION FORMS – WORKFLOW
TA forms should be submitted as least 12-15 business days prior to the departure date to ensure timely processing. Students requiring travel advances for their trip should ensure that those forms are also completed and submitted at the same time as your TA to ensure funds are processed timely prior to your departure date.
- Don’t write anything in the “Purchase Order” field.
- Make sure you add: Name, Address, Panther ID, Dates of Travel, Travel Destination, Full Name of Event, Department Name.
- Also include a Purpose of Travel (one sentence is fine).
- Add a Speedtype number in the “Account Charge” section to provide a source of funding for the trip. (Students, ask your advisor for a number). Multiple speedtypes can be used. If you do not have a source of funding, make sure to mention this when sending the form to Sebastien (see below).
- NEW REQUEST: please convert the filled excel forms into a *PDF file* before e-mailing the form. You may find it easier to sign the form *after* converting to PDF, which can prevent some file conversion issues.
- E-mail the PDF version of the form to Sebastien Lepine ([email protected]) with a copy to Felicia Watts ([email protected]). They will take care of submitting the form to COSABST.
- Department funding request: If you have not provided a speedtype on the form, please mention it in your e-mail – this will constitute a request for travel funds from the Department. Be aware that such funds will be very limited this year, and your request may be turned down, or only partial funding of the trip may be authorized (such as airfare+hotel only, or airfare only).
- Student Conference Support Request Form
- Travel Advance Request
- TravelAuthorization (Employee)
- Travel Authorization (Student)
- Travel Authorization (Non employee)
TRAVEL EXPENSE STATEMENTS – WORKFLOW
Important Changes for 2024: The Travel Expense Statement Forms have been removed from this website. You should ONLY use the Travel Expense Statement form that will be sent to you from the COAS team after your Travel Authorization has been processed and a PO number has been generated because it will already be pre-populated with your per diem rates. DO NOT change any of the per diem pre-populated amounts but you should address those concerns in the email that you use to submit the TES to the COAS BST so that they can address them upon review. You NO LONGER need to sign the Travel Expense Statement prior to submitting it to the COAS Business Services Team at [email protected] , nor do you need to send those forms to Felicia or Sebastien to sign prior to submitting it. After successful submission, you should receive an Adobe Sign email that will also be routed to the chair for signature before the COAS Business Services Team routes it to AP for payment processing.
OTHER FORMS
- Payment Request Form (to use for conference fee reimbursement)
- Mileage Reimbursement Rates 2024
- Consulting Agreement Form
INTERNS/VOLUNTEERS
The following items are needed for interns/volunteers to be reviewed and approved for special projects/collaborations on the GSU CAMPUS:
- You will also need to draft a memo that includes the following information:
- Reason for request
- Title of position (i.e. Intern, Volunteer, Research Assistant)
- Age of Intern/Volunteer
- Start/End dates
- Scope of work while on campus
- Include the name of the person and where they are from (e.g. ‘John Doe from Midtown High School’)
- NOTE: Include that the internship is UNPAID in the memo if it is
Please be sure to leave space for Sebastien to sign the memo.
The Affiliate Data Sheet, Export Control Screening Form and the Fillable Personnel Action Form form must be completed for intern/volunteer collaborations.
HIRE REQUEST FORM
For Temporary/Student Assistant Hire Requests: All temp/student assistant hire requests for rates up to $ 12.50/hr. are allowable without a memo of rate justification. A resume/cv must be included on all PAF hire requests, along with a brief explanation of duties. Should your desired rate of pay exceed $ 12.50/hr., you will need to draft a memo request for review/approval to Marvin Tingler/Teresa Rucker-Henderson requesting the desired rate of pay as well as explaining the scope of work and supporting verbiage to support your request. Please be sure to include a signature space for Sebastien to approve the memo as well. Your memo should also include start/end dates and funding sources for the payroll of hire candidate.