Department of Geology

Department TOR

Department Travel Order Request (TOR) Form
Requester/ Department Instructions
Click here for the form

  1. Travel Request Form (Prior to Travel)
    1. Fill out the Out of State Travel Request tab on the TOR.xls excel file
      1. It is recommended that you save this file on your local machine to us the expense report tab after traveling.
    2. All information is important. It is always better to have too much information than too little. There are fields with pop up notes for completing the form. If you have any questions, please don't hesitate to ask any SSC Staff
    3. Nickname/ Project of Funding is optional
    4. PIN # is Required. Providing this information will ensure correct funding is imported directly into the iBACHi system.
      1. The PIN # can be found on all End of Month (EOM) and Chart of Accounts (COA) reports. If you have any trouble locating this number, please contact any SSC Staff to help.
    5. Travel Guide tab has a lot of useful information and is a great tool for navigating the travel process.
    6. DO NOT change the name of any tabs in the excel file to be emailed. Doing so only takes time for SSC accounting staff to re-name the tab(s) back to the original name.
    7. After completing the Purchase Order Request Form, attach and email the excel file to sscas@ksu.edu
    8. You will receive a Purchase Order email from Shared Service Center for signatures using Adobe Sign. This is web based, compatible with both Windows and Mac operating system and does not require sign up. You also have the option to sign using you mobile phone. Please be sure to add echosign@echosign.com to your safe senders list, as this may go to your “junk” email the first time.
      1. The order of signatures will be designated from SSC Staff using Adobe Sign and will route in the following order:
        1. Requester
        2. Approver
        3. Everyone – Final copy (including the Department Admin who will be cc’d) with al signatures and auditing report.
      2. The Travel Order will have the number you can reference on travel purchases made and on your reimbursement.
  2. Expense Report (After Travel)
    1. Fill out the Travel Expense Report tab on the TOR excel file you should have saves from the Travel Order Request process.
    2. Most fields are automatically filled out form your Travel Order Request tab. Please overwrite any field with actual amounts/ information where applicable.
    3. If any funding has changed from the time travel was requested, please note that in the Notes field.
    4. All fields need to be filled out on this form. This will ensure prompt processing of your travel reimbursement.
    5. Contact any SSC Accounting Staff with questions. There is also an Expense Guide tab that has a lot of useful information and is a great tool for navigating the travel reimbursement process.
    6. Print and submit the Expense Report along with supporting receipts to your departmental liaison for processing.
      1. It is not required, but helpful if you can attach or note the Travel Order number (found on the .pdf you received back for signature(s)).TOR