Freqently Asked Questions

TRAVEL AUTHORIZATION (TA)  

When should a Travel Authorization (TA) be prepared?
Should we prepare a TA for everyone for insurance purposes even when it's not required?
Is a TA required for purchase of airfare through our Travel Agent?
How do we contact Covington Travel?
What approval signatures are required for the TA?
Can one TA be done for multiple travelers?
What should we do if a trip was delayed or changed and the approved TA travel dates do not coincide with the actual travel dates?

 

When should a Travel Authorization (TA) be prepared?

The TA must be prepared for an employee when (1) the travel will require an overnight stay or (2) the costs of a day-trip will be $500 or more.  In addition, any traveler (including non-employees) must have a TA if (1) the expenses will be charged to Grant Funding, (2) Lodging will exceed the College Policy allowance and (3) travel is to an International location.  Note:  the Department should maintain the original TA unless a travel advance is needed.  To obtain a Travel Advance, the original TA must be presented to the Bursar's Office.  The TA should not be forwarded to the Travel Office unless attached to a Travel Expense Reimbursement Voucher (TERV).

Should we prepare a TA for everyone for insurance purposes even when it's not required?

When a TA is not required, we recommend doing a TA for any College business travel so the department has a record that the travel was approved in case something happens to the traveler during the trip.

Is a TA required for purchase of airfare through our Travel Agent?

Yes.  The Travel Agent, Covington Travel, has no authority to purchase airfare or train fare for an individual without an approved TA.  The TA must include the traveler's name, department, business purpose, Banner index code, destination and dates of travel.

How do we contact Covington Travel?

Covington's team of agents may be contacted by phone at (804) 344-3244 or by email at w&m@covtrav.com.

What approval signatures are required for the TA?

Each TA requires the signature of the Traveler and an approval signature by a Department Head or Department Designee.  If the travel is to a foreign country, it must also be approved by the Department's Dean.  Finally, if the travel will be charged to Grant funding, it must be reviewed and approved by the Office of Sponsored Programs.

Can one TA be done for multiple travelers?

Yes, this is called a Blanket TA.  The proper way to complete a Blanket TA is to put “blanket” in each of the fields that require the traveler’s name and signature, and include a list of travelers who are authorized for the approved travel.

What should we do if a trip was delayed or changed and the approved TA travel dates do not coincide with the actual travel dates?

The Travel Office does not require an original TA.  If the actual travel dates fall outside of the approved TA travel dates, you may either update the TA and attach it to the TERV when submitted, or attach an explanation for the travel falling outside of the TA dates.