Faculty Travel Tips

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 UofL Travel Policy Guide or International Travel Policy page.

  • At least two weeks prior to travel, send an email to Corinna requesting your available research/travel balance and the speedtype(s) to use for travel.
  • Complete the Travel Info Sheet and email the form to Corinna. Please also send any conference programs, panel assignments, or letters of invitation you may have.
  • Corinna will review the form and add your available research/travel balance and speedtype(s) for your funding, then will create an online authorization request.
  • You will receive a notification email when your authorization request is ready to submit.
  • Follow the link in the notification email, log into PeopleSoft, review the authorization, and submit.
  • The authorization will be routed to your Chair and UBM for final approval.
  • Once the authorization has been approved, you will receive a confirmation email. You now may begin making travel arrangements.
  • At least six weeks prior to travel, email Corinna to request your available research/travel balance and the applicable speedtype(s).
  • Complete the Travel Info Sheet and email the form to Corinna. Please also send any conference programs, panel assignments, or letters of invitation you may have.
  • Complete the Provost's International Travel forms, get your Chair's signature, and email to Corinna.
  • Corinna will review the forms and send the International Travel forms to the Dean's Office to get the Dean's signature.
  • Once the International Travel forms are returned with the Dean’s signature, Corinna will create an online authorization request. You will receive an email notification when your authorization request is ready to submit.
  • Follow the link in the notification email, log into PeopleSoft, review the authorization request, and submit.
  • The authorization request will be routed to your Chair, your UBM, and to the International Center for Provost approval.
  • Once your authorization request is preapproved, you will receive a notification email from the International Center (Rebecca Dixon or Virginia Hosono), telling you that you may begin making travel arrangements. They will also let you know which other documents you still need to complete to get full Provost approval.
  • Corinna will then send you an email with the link to the international travel insurance page. CISI international insurance is required for all international travel at no cost.
    • Corinna will send an email reminder after your return, asking you to complete your travel information.
    • Please scan or export your receipts as individual PDFs (one receipt per page) and add conversion rates if applicable. Also include a Per Diem Sheet if you want to claim per diems. Upload your receipts using the Travel Reimbursement Receipts form. The traveler should hold on to the original receipts.
    • Corinna will create an expense report, and you will receive an email notification when your report is ready to submit.
    • Follow the link in the notification email, log into PeopleSoft, review the report, and submit.
    • The expense report will be routed to the Chair and UBM for final approval.
    • Please note that travel reimbursement will be adjusted by the Chair or UBM if faculty allotment numbers change from the authorization to actual travel reimbursement.
    • Please also note that the expense report must be submitted within 60 days of your return date. If it is submitted after 60 days, your reimbursement will be taxed as income.

    Those traveling in June have a deadline to meet if travel is to be included in the concluding fiscal year. Consult Robin Carroll for the deadlines for that year.

    Please also note that receipts and other documentation must be submitted to Corinna within 60 days of your return date. If it is submitted after 60 days, your reimbursement will be taxed as 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, subways, etc.). Receipts are needed for any claim, 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 that 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.
    • Charges for online hookups cannot be turned in on your expense report unless they are charged on your hotel bill, which can be paid by disbursement if receipts are turned in.

     

    Forms and Links