Travel Authorization & Travel Advance Form (TVL1)

The TVL1 is the official document used by most federal agencies, universities, and large private organizations to request approval for official travel and to secure a travel advance when necessary. It serves two primary purposes:

• Travel Authorization verifies that the proposed trip is legitimate, within policy, and receives the required supervisory and financial approvals.
• Travel Advance authorizes a prepaid cash advance to cover anticipated outofpocket expenses such as meals, ground transportation, and incidentals.

When to Use the TVL1

Use the TVL1 for any travel that meets one or more of the following criteria:

• Travel is required for official duties, training, conferences, or field work.
• The trip incurs costs that will be reimbursed to the traveler after the fact.
• The traveler requests a cash advance (typically up to 80% of the estimated cost).
• The organizations policy mandates a written travel plan before any tickets are purchased.

If a trip is purely personal or does not involve any reimbursable expenses, the TVL1 is not required.

Key Elements of the Form

1. Traveler Information

Include the travelers full name, employee or student ID, department, and contact details. This information is used for routing the form to the appropriate approving officials and for later reconciliation of the travel advance.

2. Travel Details

Provide a concise itinerary:

• Purpose of travel (mission statement, conference title, project name, etc.)
• Destination city and country
• Departure and return dates
• Proposed mode of transportation (air, rail, personal vehicle, etc.)

3. Estimated Costs

Break down the anticipated expenses in separate line items. Typical categories include:

These figures must be realistic and based on current rates (e.g., GSA perdiem tables, airline fare quotes, hotel contracts).

4. Travel Advance Request

If an advance is needed, indicate the amount requested and the reason (e.g., hotel deposit, foreign currency exchange). Most agencies limit the advance to 80% of the total estimated cost and may require a justification for amounts exceeding a threshold (often $500).

5. Approvals

The form follows a hierarchical approval workflow:

• Supervisor/Project Manager confirms the travel is essential and within budget.
• Travel Office / Administrative Officer checks compliance with travel policy, verifies cost estimates, and processes the advance.
• Finance / Grants Office ensures the costs are allowable under the funding source (e.g., federal grant, internal budget).

Electronic signatures are now common, but some organizations still require a wet signature on a printed copy.

StepbyStep Process

1. Plan the Trip Determine purpose, dates, and budget. Obtain any required conference approvals or client clearances before proceeding.
2. Gather Supporting Documents Conference registration, invitation letters, draft itinerary, and any cost estimates.
3. Complete the TVL1 Fill out each field accurately. Use the official template supplied by your organization (PDF, webbased, or SharePoint form).
4. Submit for Supervisor Approval Attach supporting documents and forward the form. Some systems route automatically; others require manual email.
5. Travel Office Review The office verifies policy compliance, reserves tickets, and processes the advance if requested.
6. Finance Review For grantfunded travel, the finance team checks allowable costs and may require a costshare statement.
7. Final Authorization Once all signatures are collected, the traveler receives an approved copy and, if applicable, an advance check or electronic transfer.
8. Travel & Documentation Keep receipts, boarding passes, and other supporting documents for posttravel reconciliation.
9. Reconciliation Submit a travel expense report (often a separate form, e.g., TVL2) within the required time frame (typically 3045 days). Return any unspent advance amount.

Common Pitfalls & How to Avoid Them

• Incomplete Cost Estimates Omitting a line item (e.g., airport parking) can cause the advance to be underfunded. Use the organizations cost calculator or historical data.
• Late Submissions Travel offices often have cutoff times for sameday departures. Submit early to secure preferred flight times.
• NonAllowable Expenses Personal leisure activities, alcohol, or upgrades not approved in advance are typically nonreimbursable. Review the travel policy before adding them.
• Missing Signatures A single missing signature can halt processing. Check the routing list and confirm receipt with each approver.
• Improper Use of Advance Advances must be used for travelrelated costs only. Misuse may result in repayment and disciplinary action.

Policy References

While specific details vary, most agencies reference the following sources:

• Federal Travel Regulation (FTR) Part 301 Governs travel for U.S. federal employees.
• General Services Administration (GSA) PerDiem Rates Provides maximum daily allowances for meals and incidentals.
• Organizations Travel Manual Includes internal procedures, preferred vendors, and limits on advances.
• Grantor Agency Guidelines For grantfunded travel, the sponsors costallowability matrix must be consulted.

Frequently Asked Questions

Do I need a TVL1 for a oneday conference?

Yes, if the conference is sponsored by the organization and any expense will be reimbursed or advanced. Some entities have a simplified singleday travel form, but it still serves the same authorization function.

Can I request an advance for foreign currency?

Absolutely. Indicate the anticipated amount in U.S. dollars and note the need for foreign cash. The travel office may provide a foreign currency draft or advise on using a company credit card.

What happens if my travel plans change after approval?

Submit a revised TVL1 or amendment that reflects the new dates, costs, and any change in the advance request. The same approval hierarchy applies.

How long do I have to return an unspent advance?

Most policies require repayment within 30 days of returning from travel, accompanied by a reconciled expense report.