Travel Authorization No. – Must be on form before vehicle will be reserved. A Travel Authorization must be completed and filed with the Office of the Controller and funds encumbered in order to rent a vehicle. The TA number can be looked up on-line on Banner once the travel authorization has been encumbered.

Seq No. – Leave blank, to be filled out be the Travel Account Specialist

Date Submitted – Type the current date

Driver’s Name – Type driver’s name (only one driver per permit)

Destination – Type destination of the trip (City and State)

Department – Name of driver’s department and your extension.

Number of Passengers – Total number of passengers including driver

Index – Type index of driver’s department. This index should be same as index provided on original Travel Authorization form.

Account Code – Type account code to be charged, this should be same as account code that was encumbered on travel authorization form. If left blank, the Travel Account Specialist will provide the correct account code.

Dates of Travel-From/To – provide date(s) of the trip

Purpose of Trip – Purpose of the trip (Be specific. Example: To attend Seminar to present a paper on Higher Education)

Departure Time – Date and hour the vehicle will be picked up

Returning Time – Date and approximate hour that the vehicle will be returned

Mark Vehicle Requested – Indicate the vehicle you desire to drive (very importatant when confirming the reservation)

Index – Provide Index of traveling department. Should be same index used for encumbering funds on the Travel Authorization form. If the paying department is different than the traveling department, place the paying department’s Index in brackets above the traveling departments.

Example: (BUSINS) College of Business (paying)
MGMT- Management and Finance (traveling)

Acct Code – Will be filled out by Travel Account Specialist based on original encumbrance of Travel Authorization.

The Facilities/Facilities Management will fill out…

·        Date and time the driver picked up the vehicle and the vehicle odometer reading
·        Date and time the driver returned the vehicle and the vehicle odometer reading

Office of the Controller Enters…

·        Number of miles traveled

·        Total mileage @ 40.5 cents per mile

·        Total number of days the vehicle was used

·        Total days times $6.00 per day

·        Total charges

·        Document total

·        Signature

Release and Indemnity Agreement – All drivers of ISU vehicles must promise to require each and every non-business passenger to sign the ISU Vehicle Release and Indemnity /Agreement. Any person who is not an employee or student of Indiana State University, or a non-business passenger is not permitted in the vehicle unless the Release and Indemnity Agreement has been signed.

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