Travel Info Sheet

The College of Arts & Sciences

Travel Info Sheet

 

Effective 1/1/2024 All Faculty and Staff are encouraged to apply for a Travel Card

To apply for a Travel Card, please send a request to travlcrd@louisville.edu. Include your employee id in the email.

Please click here for more information on the Travel Card and the suggested uses and restrictions.

 

Pay Group  



Domestic or International?  If International attach 'Out of Country Form' below.


Insurance
Required for international travel. No charge to departments, but enrollment is still required
Has a Terra Dotta profile been created?  


Airfare
Flight itinerary must be provided upon return whether being reimbursed or not
Lodging
Lodging receipt must be itemized, showing zero balance and method of payment. A $75 fee is charged by Anthony Travel/Concur when hotels are booked through them
Rental Car
Rental car must be obtained from Enterprise or National. Reserving through Anthony Travel is recommended.
Mileage/Gas
(Roundtrip)
Registration
**Procard/Travel Card Only.** Registrations are required to be paid for using the departmental ProCard or travel card. If paid out of pocket, an exception must be obtained from the Controller's Office to be reiumbursed.
If Out of Pocket was chosen - was an exception from Controller’s Office requested?  



Meals
Copy and paste this link into a new browser tab for Meal Reimbursement: https://www.gsa.gov/travel/plan-book/per-diem-rates
Other
Rides to meals are not reimbursable
Cash Advance
Does this trip require a cash advance?  


Funding Source
If you have multiple funding sources, indicate the funding source and dollar amount for each.
Trip Documents
Fully approved International Travel forms, conference programs, panel assignments, letters of invitation, maps (roundtrip) showing mileage between begin and ending location, airfare/hotel/rental car estimates, etc. All info on receipts must be translated into English and include a copy of the currency exchange rate in US Dollars for each receipt on date of travel expense.