Faculty Travel Tips

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

Concur

Before Travel:

1. At least 2 weeks prior to travel send Taleia Willis your Authorization to Travel Form.

  • 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 Taleia in which you will then use to enter your Travel Estimation form

  • Please attach any conference programs, panel assignments or letters of invitation to on Destination and Purpose tab. (Choose File Option), if available.
    • Within the “Description of trip” field, indicate your last name first, then the description of your trip
  • Include the remaining travel allowance balance you received from the UBM on the funding tab (max travel allowance, if applicable).
  • Complete each blue tab with the applicable information. All dollar amounts are estimates.
  • Sponsored programs funding will require budget justification be attached. Sponsored projects will review funding.
  • Once the Travel Estimation Form is submitted, Business Operations will send you an email notification of its submission.

3. Business Ops will create the PeopleSoft Travel Authorization from the submitted Travel Estimation Form and will send you an email notification. The Travel Authorization will route to your supervisor and UBM for review and approval.

  • Once your supervisor and the UBM have approved your request, you will receive an email indicating that the trip is approved and the maximum travel allowance. If you do not receive department approval within five business days of submitting the estimation form, please contact

4. Once you have received final approval you may begin making travel arrangements. International travelers will be emailed accounting information for insurance from Corinna.

5. Business Operations will email pre-travel reminders seven days prior to your departure. Keep this email handy or bookmark the receipt form.

After Travel:

1. Business Ops will send a return trip email seven days after the last date of your trip.

2. Submit all receipts to Business Operations.

  1. Preferred method for submitting receipts is via the receipt form.
  2. Receipts can be emailed to , include the word TRAVEL in the subject line.
  3. If necessary, they will also accept paper receipts – This will delay reimbursement processing.

3. Per Diem spreadsheets will be emailed directly to you from Business Ops (mark the meals for which you will claim reimbursement.)

4. Business Operations will notify you that the Expense report is ready to submit.

5. Follow the link in the Business Operations’ notification email, log into PeopleSoft and review the report and submit.

6. The Expense report will route to the Chair and UBM for final approval.

7. Travel reimbursement will be adjusted by the chair or UBM if faculty allotment numbers change from authorization to actual travel reimbursement.

Before Travel:

1. At least 4 weeks prior to travel send Taleia Willis your Authorization to Travel form along with all of the required international forms located on the Provost’s Office website Provost’s Office website .

  • 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.

2. You will receive a copy of your authorization via email from Taleia in which you will then use to enter your Travel Estimation form

  • Please attach any conference programs, panel assignments or letters of invitation to on Destination and Purpose tab. (Choose File Option), if available.
    • Within the “Description of trip” field, indicate your last name first, then the description of your trip
  • Include the remaining travel allowance balance you received from the UBM on the funding tab (max travel allowance, if applicable).
  • Complete each blue tab with the applicable information. All dollar amounts are estimates.
  • Sponsored programs funding will require budget justification be attached. Sponsored projects will review funding.
  • Once the Travel Estimation Form is submitted, Business Operations will send you an email notification of its submission.

3. Business Ops will create the PeopleSoft Travel Authorization from the submitted Travel Estimation Form and will send you an email notification. The Travel Authorization will route to your supervisor and UBM for review and approval.

  • Once your supervisor and the UBM have approved your request, you will receive an email indicating that the trip is approved and the maximum travel allowance. If you do not receive department approval within five business days of submitting the estimation form, please contact .

4. Once you have received final approval you may begin making travel arrangements. International travelers will be emailed accounting information for insurance from Corinna.

5. Business Operations will email pre-travel reminders seven days prior to your departure. Keep this email handy or bookmark the receipt form.

After Travel:

1. Business Ops will send a return trip email seven days after the last date of your trip.

2. Submit all receipts to Business Operations.

  1. Preferred method for submitting receipts is via the receipt form.
  2. Receipts can be emailed to , include the word TRAVEL in the subject line.
  3. If necessary, they will also accept paper receipts – This will delay reimbursement processing.

3. Per Diem spreadsheets will be emailed directly to you from Business Ops (mark the meals for which you will claim reimbursement.)

4. Business Operations will notify you that the Expense report is ready to submit.

5. Follow the link in the Business Operations’ notification email, log into PeopleSoft and review the report and submit.

6. The Expense report will route to the Chair and UBM for final approval.

7. Travel reimbursement will be adjusted by the chair or UBM if faculty allotment numbers change from authorization to actual travel reimbursement.

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