Travel Procedures & Forms

Addlestone Library Travel Request Procedures 

  1. Review the College of Charleston Travel Policy, which details the reasons and justifications for travel. 
  2. Fill out the Library Travel Request form. Have your supervisor sign the form. 
  3. Fill out a Leave form with appropriate signatures. 
  4. Download (Excel download) and complete a  College of Charleston Travel Authorization  (TA).  
    –     Be sure to click the “Assign TA Number” button at the top right to assign a unique number to your request.
    –     Index and account numbers will be added later by the Dean’s Office. 
    –     Have your Associate Dean or Director sign the form.
    – For guidance on per diem meals, please see page 20 of the Travel Policy. 
  5. If presenting at a conference, screenshot a copy of the portion of the conference schedule that includes your presentation or an email saying you have been accepted. 
  6. Create PDFs of the above paperwork. Packet checklist:
    –    Library Travel Request Form (signed)
    –    Leave Form (signed)
    –    College of Charleston Travel Authorization form (signed)
    –    Screenshot of your presentation information from a conference schedule or an email saying you have been accepted. 
  7. Submit your request packet by email to Leah Worthington, chair of the Research and Development Committee, (See Library Committees document here). The Committee will notify you of their decision. 
  8. The Committee will email approved travel requests to the Dean’s office, Ann Baldwin and Tamara Rosas-Bossak.  The Dean’s office will then add the index and account numbers that will fund the travel and place the TA form in the Dean’s folder for final signature. 
  9. The Dean’s office will forward your approved packets to the Controller’s Office (Accounts Payable) via email. You will be copied on the email to the Controller’s Office. (Please keep a copy of the forms for reimbursement purposes.) 
  10. You are now free to begin booking travel arrangements.  

Optional Steps

  1. Optional: You may have the College prepay some of your expenses by filling out the Travel Advance Form.  
  2. Optional: To have your flight paid for directly through the College ahead of your trip, you can book your flight with AAA South Travel. August 2022 Update: Before you attempt to book a flight with them for the first time, fill out a AAA Traveler Profile From. Email this form to aaacorporatetravel@aaa-alliedgroup.com. When you book your travel, AAA will need your Travel Authorization number. To book, call or email AAA at 1-888-369-3170 or aaacorporatetravel@aaa-alliedgroup.com.  
  3. Optional: Please email Ann or Tamara if you would like to purchase your registration with the Library’s PCard. 

  

Travel Reimbursement Procedures 

  1. As soon as you have completed your travel, submit receipts and a copy of your approved travel authorization to the Controller’s Office for payment.  Use the copy signed by the Dean. 
  2. Fill out the Travel Reimbursement Form (Excel download) and submit it with copies of your hotel, airplane, parking, etc. receipts. You do not have to submit meal receipts or gas receipts. For most current information about meals and mileage for your personal auto charges, see the information in the Travel Reimbursement Form. 
  3. Keep a copy of your paperwork and receipts until you have received reimbursement. 

 

Foreign travel – last updated on 1/18/23 and still active as of Fall 2023. 

  • For U.S. State Department Travel Advisories, please see https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/
  • 1) Travel to countries with U.S. State Department travel advisories of Levels 1 & 2:
    Travel Authorizations (TAs) will be considered through the current, regular review process, but must be accompanied by a separate explanation of support by the dean that acknowledges any COVID-19 travel restrictions and protocols that might be in place for the traveler in question.  TAs should also include possible additional costs (charged to same index as the other travel expenses) that may be incurred due to aforementioned restrictions and protocols. The completed TA and accompanying explanations should be sent directly to the Controller’s Office.
  • 2) Travel to countries with U.S. State Department travel advisories of Levels 3 & 4:
    TA must be accompanied by separate explanations of support by the dean and chair that acknowledge any COVID-19 travel restrictions and protocols for the traveler in question.  TA should also include possible additional costs (charged to same index as the other travel expenses) that may be incurred due to the aforementioned restrictions and protocols. The completed TA and accompanying explanations will be reviewed by committee. Please send to delmastromp@cofc.edu 

 

 

Addlestone Library is open to the College of Charleston community and affiliates via card access. Visitors may access Addlestone Library Monday-Friday, 9am-5pm, and must present a government issued ID and sign in upon entry.

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