Work Day Tips and Tricks: Creating a Thorough Spend Authorization

The Procurement Shared Services Center (PSCC) processes our spend authorizations and expense reports. The PSSC recently reached out with additional information they would like included in our spend authorizations. Please review the following information and contact Tiffany Garner with any questions.

Add Supporting Information:

Justification: This is a thorough business purpose that includes who, what, where, when and why.
Documentation
- Flight estimates for business-only travel (sans personal time) AND flight estimates for flights that include personal time
  Per policy, “Travelers should incur the lowest reasonable travel expenses that meet business need …” When adding personal time, it is important to use the least expensive business-only flight estimate that meets business travel needs.
- Conference/event brochure/information (noting dates, location and purpose)
  *PDF attachments are the industry standard. Links are not acceptable, as they can be broken/removed.
- Conference/event agenda
  *PDF attachments are the industry standard. Links are not acceptable as they can be broken/removed.
- Lodging
  Using the destination field in the SA form will allow the GSA rate for that area to be pulled in. If the rate exceeds the GSA, an alert will appear.
- Transportation estimates
  Ground and Mileage
- Per Diem Pre-Trip
  Be sure to note the departure and return times as they can affect the allowable per diem meals for the travel dates.
- Travel Comparison Worksheet
  If the traveler deviates from the normal travel mode/time, a comparison worksheet should be used. This can be used to compare driving vs. flying, flying outside of the business only travel dates or car rental vs. driving a personal vehicle.
- Any other expected expense items
  Add explanation and documentation when available.