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Penn State University Libraries

Policies and Guidelines



Request resource in an alternative format

As soon as a faculty or staff member identifies a travel need, an application for travel "Travel Request Form" (fill ‘n print form) must be completed. The application must be routed for approval prior to being submitted to the Travel Coordinator within the Business Office. There are two signatures that are required for approval:

  1. Approval of release time - signature of immediate supervisor
  2. Approval for the use of the funds - signature of the budget administrator

For professional travel, the Travel Request Form requires a signature for release time. For administrative travel, the Travel Request Form requires signatures for BOTH release time and approval for use of funds.

Processing of fleet vehicles and registrations will be completed once the Business office receives the appropriately signed Travel Request Form. If a Fleet Vehicle is being requested from University Park, the type of vehicle and pick up/return date and time must be indicated on the Travel Request Form. If the trip will contain personal travel, please be sure to indicate this on the Request for Travel form. The Travel Coordinator in the Business Office can assist you with ensuring that your trip complies with University travel policy.

Cash advances are an extra expense to the University and are not available at the University Libraries. Please contact the University Libraries Business Office to discuss financial concerns when traveling.


Other Policies/Guidelines in this manual should also be referenced, especially the following:

UL-TR01 – Types of Libraries Travel

Guideline UL-TRG02 – Making Travel Arrangements
Guideline UL-TRG04 – Reimbursable Costs
Guideline UL-TRG05 – Employee Travel Reimbursement Form
Guideline UL-TRG06 – Responsibilities of Travel Roles
Guideline UL-TRG07 – Libraries-Supported Staff Travel Funds

Form:  Travel Request Form

Form:  Employee Travel Reimbursement Form (staff only)

Effective Date: July 2003
Date Approved: July 2003 (Dean)

Revision History (and effective dates):

  • June 2014 - Revised; Editorial
  • August 2007 - Revised; Editorial
  • July 2003 - Revised 
  • July 29, 1997 - New guideline

Last Review Date:  June 2014