Foreign Travel

 

Before Travel:

All policies listed for travel within the United States also apply to Foreign Travel. The standard Request for Authorization to Travelneeds to completed for the Department. In addition a Request for Authorization for Out-of-Country Travel must be completed for the Provost Office at least 30 days prior to the start of the trip. For detailed instructions and on-line forms visit http://www.louisville.edu/provost/travel/

  • 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)

The Controller's Office uses the FX Converter for all conversions of foreign money. You conversions are compared with this rate using the day the charge was made. As you are aware, exchange rates may change daily. Please note on your travel form the conversion rate you used for each area you traveled. The FX Converter can be found at the following website

After Travel:

Complete a Travel Expense Report(TER) within 60 days of return date. TERs that are submitted 60 days after the return trip date could be reported as taxable income.

  • A copy of the front page of your conference booklet should be included showing dates.
  • List any and 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.
  • If you drive your own car, mileage will be reimbursed. You will need proof that your mileage is cheaper than a flight. A copy of a flight schedule price from Concur is needed.
  • Rental cars should be purchased using the Concur system. If that is not possible, rental cars can only be reimbursed if they are from Enterprise or National Car Rentals.

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 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.

Note:

Once the Travel Expense Report (TER) is checked and all the information is correct, it will be entered into PeopleSoft by Taleia Willis, and completed by the Controller’s Office for processing. The sooner the TER is processed by this office, the sooner it will appear as a direct deposit in your bank account.