Information Technology Services Travel Planner

Please complete this form only if assistance with making travel arrangements is required.

If you would like these travel arrangements to be made on your behalf, please indicate below which arrangements should be made. Upon completion of this form, please submit to [email protected] for processing. Conference registration Hotel Ground transportation Air Rail Other

NAME OF TRAVELER Home phone Cell phone Your name Emergency contact name

BUSINESS PURPOSE OF TRIP (Training, Conference, etc.) Conference name Location Travel date(s): Arrival: Departure: Does a conference room rate discount apply? YES NO Conference URL, If applicable: Purpose of trip (training/conference/etc.)

Hotel information Please complete if you have a particular hotel preference or if a conference room rate applies. Hotel name Hotel phone number: Address City & State Hotel fax number: URL Arrival date Departure date: Total number of nights:

Air travel – Please complete if you have a particular airline/flight preference. Airline name

Flight reservations should be made as soon as travel plans are known and have been approved. Travelers are encouraged to use the University’s preferred travel supplier, Orbitz for Business, available at http://www.yale.edu/travel . Reservations can be made on your behalf by submitting this form to [email protected] or by the traveler using a valid Yale Procurement Card with the travel commodity (preferred) or a personal credit card. Preliminary investigation of flights can also be made at Orbitz for Business. Choose flights with arrival and departure times that are consistent with conference dates.

Updated August 9, 2012 1 Car rental Supervisor approval required. - Please complete if you have a car rental agency preference. Car rental agency name Domestic Rentals: Travelers should decline any additional insurance coverage offered by car rental companies; it is expensive and duplicates insurance already provided by Yale and will not be reimbursed. International Rentals: Travelers should accept liability and damage insurance coverage offered by the car rental company. This will be reimbursed.

PTAEO: Please contact the ITS Business Office if unsure of ptao. XXX

University travel guidelines General guidelines for traveling on University business http://www.yale.edu/ppdev/policy/3301/3301.pdf For INTERNATIONAL TRAVEL, the web site for travel bulletins, including “New Requirements for US Citizens” is: http://travel.state.gov/travel/travel_1744.html Information on Yale’s Travel Assistance program, Medex, which provides 24/7 emergency medical and security assistance can be found at http://www.yale.edu/finance/controller/riskman/programs/medex.html

Please submit the signed Travel Planner to [email protected] for processing.

Receipts >$75.00 are to be retained by the Traveler for reimbursement of any out of pocket travel expenses incurred. Within 10 days of return from travel, please complete the Transmittal-out of pocket.xls form, available at http://www.yale.edu/its/intranet/business/index.html , for reimbursement and submit to [email protected] for processing.

Traveler’s Signature ______Date ______

Senior Director’s Approval______Date ______

Updated August 9, 2012 2