Faculty Travel Tips

The travel tips listed below are intended to act as guidelines. For specific questions not answered by these tips contact Annelise Gray or visit the University Travel Policy or International Travel Policy Page

Concur

Before Travel:

1. At least 15 days PRIOR to travel complete an Authorization to Travel Form and submit the form to Annelise (include a copy of the front page of the conference booklet and the page showing your presentation, or a letter of acceptance, or a link where Annelise can access the conference itinerary).

  • Be as exact as possible in your authorization, as this will be used to encumber your funding.
  • If you are traveling in your personal vehicle, include with your authorization a map showing mileage and a screen shot or PDF of a flight during the same time period.

2. You will receive a copy of your authorization via email from Annelise and an email from Business Operations asking you to submit your travel authorization in order to reserve the funding in our financial system for your trip. Log on to PeopleSoft to approve the authorization as per the directions provided in the email.

After Travel:

1. Turn in Travel Expense Report and receipts (either electronically or hard copy as per your preference) to Annelise (ideally within 30 days of your trip). Include university paid expenses and indicate on the receipt or in an email that they have been paid by the university and are not “out of pocket” expenses.

2. You will receive a notification from Business Operations asking you to submit your travel expense report. Log on to PeopleSoft and approve the expense report as per the directions provided in the email.

  • Travel Expense reports that reach the controller’s office past 60 days from the date of return will be taxed as income.
  • Travel Expense reports that are turned in past 90 days from the date of return will not be reimbursed.

Before Travel:

1. At least 30 days prior to the trip, complete the Authorization to Travel in addition to all the required documents from the Provost’s Office website and submit all forms to Annelise.

  • CISI international travel insurance is required and costs 16.95 per week. For more information, visit the Travel Insurance page.
  • Per diem is paid according to the US Government rate, which can be found at http://www.defensetravel.dod.mil/
  • Foreign per diem is paid on meals only. (Incidentals will be removed)

2. You will receive a copy of your authorization via email from Annelise and an email asking you to submit your travel authorization in order to reserve the funding in our financial system for your trip. Log on to PeopleSoft to approve the authorization as per the directions provided in the email.

After Travel:

1. Turn in Travel Expense Report and receipts (either electronically or hard copy as per your preference) to Annelise (ideally within 30 days of your trip). Include university paid expenses and indicate on the receipt or in an email that they have been paid by the university and are not “out of pocket” expenses.

2. You will receive a notification from Business Operations asking you to submit your travel expense report. Log on to PeopleSoft and approve the expense report as per the directions provided in the email.

  • Travel Expense reports that reach the controller’s office past 60 days from the date of return will be taxed as income.
  • Travel Expense reports that are turned in past 90 days from the date of travel will not be reimbursed.

Those of you traveling in June have a deadline to meet for turning in travel to be included in the fiscal year. Consult Annelise for the deadlines for that year.

Transportation:

  • Airline tickets should include proof of payment and itinerary showing departure and arrival time. With online tickets follow the page or link that says, "Print a Receipt" this should include all the required information. If tickets are purchased through Concur, please note, “university paid” on the receipt or in an email.
  • List all ground transportation — cabs, subway, etc. Receipts are needed for any claim, but especially for claims over $30. Gas receipts for rental cars can also be turned in for reimbursement.
  • Rental cars are to be reserved through Concur and are limited to intermediate vehicles from Enterprise or National Car Rentals. Be sure to get a receipt from the company at the end of the trip, if you need to request a receipt from Concur later you will be charged a fee. If you are unable to use the Concur system, rental cars can only be reimbursed if it meets the standards previously stated.

Lodging:

  • For personal days taken during trip, no lodging or per diem will be reimbursed.
  • All lodging bills must show proof of payment and daily rate, including city and state taxes. If lodging is purchased through Concur, the traveler will need to pick up a folio receipt at the end of the stay. Concur will charge to pull copies of folios and this charge will be applied against the faculty member’s reimbursement.
  • If lodging is shared by more than one person, each person must turn in an individual bill with their name printed on the bill and proof of payment for the cost shared.
  • Bills that are left under the hotel room door do not contain proof of payment. Go by the hotel desk and pick up an invoice.
  • Similarly, if you stay in a motel where only a sales slip is provided for a receipt, a note from you is needed stating the receipt amount includes the room charge(s), taxes, and no incidentals. Without this note attached to the receipt, the Controller will not reimburse.
  • Lodging with a friend or family member during travel should be noted.

Other Expenses:

  • One long distance call.
  • Copy work cannot be turned in on a travel voucher.
  • Charges for online hookups can not be turned in on your voucher unless it is charged on your hotel bill, which can be paid by disbursement if receipts are turned in.