Travel Procedures

Travel Instructions

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

  • At least 2 weeks prior to travel send your approved emails from the Administrative Committee to Corinna to request available research/travel balance and speedtype to use for travel.
  • Complete the Travel Estimation Form on the Business Operations website.
  • 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.
  • Once you have received final approval you may begin making travel arrangements.
  • At least 6 weeks prior to travel, complete the Provost's international travel forms.
  • Submit the forms to Corinna, along with your approved emails from the Administrative Committee to request available research/travel balance and speedtype to use for travel.
    • As of March 1, 2018, CISI international insurance is required for all international travel and costs $16.95/wk. Make sure that you factor this cost in. Waivers are no longer accepted.
  • Complete the Travel Estimation Form on the Business Operations website.
  • Once the International Center, 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.
  • Once you have received final approval you may begin making travel arrangements. International travelers will be emailed accounting information for insurance from Corinna.
  • Submit all receipts to Business Operations.
  • Business Operations will notify you that the Expense report is ready to submit.
  • Follow the link in the Business Operations' notification email, log into PeopleSoft and review the report and submit.
  • The Expense report will route to the Chair and UBM for final approval.
  • Reimbursement will be direct deposited in the traveler's bank account.

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.

Receipts must be submitted to Business Ops within 60 days of the return date. If after that period, it could be reported as taxable income.

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 expense report.
  • Charges for online hookups can not be turned in on your expense report unless it is charged on your hotel bill, which can be paid by disbursement if receipts are turned in.

 

Forms and Links