Travel

Travel Instructions

The travel process and tips listed below are intended to act as guidelines for A&S only. For specific questions not answered contact your UBM Intermediate or visit the University Travel Policy or International Travel Policy Page

  • At least two weeks prior to travel, complete the Travel Info Sheet which will route to Corinna Please also attach any conference programs, panel assignments or letters of invitation you may have.
  • Corinna will review the form and will enter this information into the Business Ops Travel Estimation form.
  • Business Ops will enter the Travel Authorization in PeopleSoft and submit on the traveler's behalf.
    • The authorization will route to: Supervisor - Expense Manager.
  • Business Ops will send a pre-trip communication email to the traveler the Wednesday before the trip.
  • Please note that the department has full authority to update or adjust any of the travel information as need.
  • At least six weeks prior to travel, complete the International Travel forms, which requires the chair's signature, and email to Corinna
  • Corinna will review the International Travel forms and will send to the dean's office to get the dean's signature.
    • Once your authorization request is pre-approved, you will receive a notification email from the International Center telling you that you may begin making travel arrangements. They will also let you know which other documents you still need to complete along with enrolling in the required CISI international insurance (at no cost) to get full Provost approval.
  • Complete the Travel Info Sheet which will route to Corinna Please also attach the fully approved International Travel forms, any conference programs, panel assignments or letters of invitation you may have.
  • Corinna will review the form and will enter this information into the Business Ops Travel Estimation form.
  • Business Ops will enter the Travel Authorization in PeopleSoft and submit on the traveler's behalf.
    • The authorization will route to: International Center - Supervisor - Expense Manager.
  • Business Ops will send a pre-trip communication email to the traveler the Wednesday before the trip.
  • Please note that the department has full authority to update or adjust any of the travel information as need.
  • Business Ops will create the expense report in PeopleSoft.
    • The expense report will route to: Traveler - Supervisor - Expense Manager - Accounting Operations.
  • Business Ops will send a post-trip communication email to the traveler on the Wednesday after the trip which includes information on how to submit receipts and/or per diem sheet.
  • Please note that the department has full authority to update or adjust any of the travel information as needed.
  • Please also note that the expense report has to be submitted within 60 days of the traveler's return date. If it is beyond 60 days, the reimbursement will be taxed as income.

If travel takes place in June, there are deadlines that must be met for expenses and reimbursements to be included in the fiscal year. Consult with your UBM Intermediate for the deadlines for that year.

The Travel Card is an option for frequent travelers. The card is university issued credit card that is restricted to travel related expenses. The application process for the card must be initiated at least 60 days prior to the trip. If you are interested in applying for a card, please contact Corinna

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

Transportation:

  • 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. You must use Concur or Anthony Travel for lodging reservations. The traveler will need to pick up a folio receipt at the end of the stay. Anthony Travel 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. The traveler will need to pick it up at the hotel desk.
  • Similarly, if the traveler stays in a motel where only a sales slip is provided for a receipt, a note from the traveler 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.

 

Forms and Links