The following outlines the end-to-end procedure for APPCAIR travel grant requests, approvals, bookings, and bill settlement. Principal Investigators (PIs) are advised to initiate the process well in advance of the planned travel date.

1. Submission of Travel Grant Request

1. Complete the travel grant application form: ↗Open Application Form
2. Obtain signatures from the Principal Investigator (PI) and the respective campus Head of Department (HOD).
3. Submit the signed form to the APPCAIR Office if you are from the Goa Campus; otherwise, email scanned copy to appcair.office@goa.bits-pilani.ac.in for approval by the Head, APPCAIR.

2. Institutional Approval and NFA Processing

1. Upon approval by the Head, APPCAIR, a scanned copy of the signed document will be shared with the PI over email from appcair.office@goa.bits-pilani.ac.in [If Goa Campus, physical copy may be collected from APPCAIR Office].
2. The PI may then proceed to obtain the required institutional approvals, which may include the Associate Dean (GCIR), Accounts In-charge, and Dean (Administration) / Director, as applicable based on the amount to be utilized.

3. Travel Booking

All travel bookings must be made through Quest to Travel after the NFA has been approved by the PI.

4. Bill Settlement After Travel

1. After completion of travel, for bill settlement, the PI must fill out the ↗Open TA/DA Form and attach all original bills (including the boarding pass for flight travel). These documents should be submitted to the GCIR office for the Associate Dean (GCIR)’s signature.
2. The Vendor Bill Processing Form ↓Download Vendor Bill Processing Form must also be completed by the PI and submitted along with the bills.

5. Verification, Taxation Approval, and Payment Release

1. The GCIR and Accounts teams verify the bills, and scanned copies of all documents are forwarded to the Taxation Manager, Mr. Ankit Kumar Kabra, for approval.
2. Upon receiving approval, the Accounts team shares scanned copies of all documents with the GCIR Office and Accounts Office at the Pilani campus for release of payment.

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