Cross Fiscal Year Funding - Travel Obligations

Please refer to the following procedure in capturing obligated expenses that cross two fiscal year periods.

If you are traveling after October 1, but must pay for the hotel or registration fee before the new fiscal year (FY) funds are available, there is a simple solution. Have the traveler (or alternate preparer) complete the Travel Authorization, but ONLY obligate current FY funds for the amount to be paid before the trip begins (for example, hotel costs that must be paid in advance). Per DFM, you can't obligate the full amount until we have the new FY funds, but you can obligate enough current FY funds to cover expenses that require payment and reimbursement now.

After the Travel Authorization funds have been obligated, claim reimbursement for the advance costs on a SF 1164. The form must cite the Travel Authorization document number and be signed by your Division Director. When new FY money is available, process an amendment to the existing Travel Authorization for the remaining costs registration and remember to delete the costs for which you have already been reimbursed. Fax a copy of the 1164 with your receipts and any other Expense Report documentation. Years) for charges going into the next fy


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