State - Hawaii Corporate Travel

Travel Form Instructions

Instructions for Completion of Travel Order Form
Steps #	Label	Instructions
1	Travelers Name	Enter the full name of the person traveling.
2	Phone	Enter the travelers phone number.
3	Fax	Enter the travelers fax number.
4	Department/division/Office	Enter the name of the office.
5	Contact Person	Enter the name of the person who should be contacted if there viewers have questions regarding this request.
6	Phone	Enter the contact persons phone number.
7	Fax	Enter the contact persons fax number.
8	Billing Address	Enter the billing address for the organization to which the travel will be charged.
9	Date & Time Business/ Conference/ Meeting Begins	Enter the date and time the business function begins. The travel contractor will assist the traveler in making the necessary arrangement's according to the authorized dates, times and bargaining unit agreement.
10	City	Enter the name of the city the business/ conference/ meeting was held.
11	Date & Time Business/ Conference/ Meeting Ends	Enter the date and time the business function ends. The travel contractor will assist the traveler in making the necessary arrangement according to the authorized dates, times and bargaining unit agreement.
12	City	Enter the name of the city the business/ conference/ meeting was held.
13	Date	Enter the date the traveler plans to leave the state.
14	From	Enter the airport from which the trip will begin.
15	To	Enter the destination airport.
16	Estimate Departure Time	(Optional) Enter the time of day traveler would like to depart(example: morning, afternoon, evening).
17	Estimate Arrival Time	(Optional) Enter the time of day traveler would like to depart(example: morning, afternoon, evening).
18	Aisle/ Window	(Optional) Enter the travelers preference for aisle or window seat.
19	Airline Preference	(Optional) Enter the travelers preferred airline. Any additional cost resulting from changes for personal preference is the responsibility of the traveler.
20	Mileage #'s	(Optional) Enter the travelers frequent flyer number for the responsibility of the traveler.
21	Special Request	(Optional) Enter any special (example: meals, deviations, etc.).
22	Form of Payment	Enter the purchase order or procurement card number.
23	Date/ Check-In Time	Enter the date and approximate check-in time. The hotel will not guarantee the room will be available before the guaranteed check-in time.
24	Date/ Check-Out Time	Enter the date and approximate check-out time. The hotel will not guarantee the room will be available before the guaranteed check-in time.
25	Hotel	Indicate the name of the hotel, or the location of the training, meeting, or seminar.
26	City	Enter the name of the city where the business is being held.
27	Form of Payment	Check the appropriate method of payment. Enter purchase order or procurement card number.
28	Charge Card Number	If payment by credit card, enter credit card number.
29	Expiration Date	Enter credit card expiration date.
30	Card Holder Name	Enter name of credit card holder as it appears on the card.
31	Special Request	Note any special requests i.e. nonsmoking, ground floor, handicap room, etc.
32	Car Size	Indicate authorized car size, if other than compact.
33	Date	Enter the date the rental car will be picked up.
34	Pick Up Location	Enter pick up location.
35	Approximate Pickup Time	Enter the approximate pickup time.
36	Drop Off Location	Enter drop off location. Additional fees may be incurred if drop of location is different from the pick up location.
37	Approximate Drop Off Time	Enter the approximate drop off time.
38	Form Payment	Check the appropriate method of payment. Enter purchase order or procurement card numbers.
39	Special Request	Note any special requests, i.e. nonsmoking, four door, etc.
40	Airfare Cost	Enter estimated airfare cost for the authorized travel dates.
41	Per Diem	Enter estimated per diem allowance.
42	Hotel Rate(excess lodging)	Enter estimated excess lodging cost for which approval is requested.
43	Ground Transportation	Enter estimated ground transportation cost.
44	Other	Describe miscellaneous expenses that may be incurred.
45	Other	Enter estimated costs of miscellaneous expenses.
46	Total	Enter total estimate of all cost items.
47	Program I.D.	Enter the Program I.D. code to which the trip will be charged.
48	Appropriation Symbol	Enter the appropriation symbol to which the trip will be charged.
49	Request Authority Signature	The travelers supervisor (or requesting authority) signs here.
50	Request Authority Title and Date	Print or type the requesting authority title and the date the order is signed.
51	Approving Authority Signature	Approving Authority signs here.
52	Approving Authority Title and Date	Print or type the approving authority's title and the date the order is signed.