Travel Process

travel Instructions

  • Contact your admin/person responsible for booking travel in advance of trip
  • Provide the following information:
    • Date/Time
    • Location of Travel
    • Purpose of Travel
    • Hotel/Car/Airfare Requests
    • Overall Estimate for the Cost of the Trip
  • Admin will process a Travel Authorization and submit for your approval
    • Travel Authorization is only required when an overnight stay, rental car, and/or an airfare ticket is needed.
  • They will book travel information for hotel, car, airfare, etc.
  • Once you are given the confirmation of the travel arrangements, state tax exempton form (in-state travel), and have an approved travel authorization e-mail, you will be ready to travel.
  • Receipts - Keep all original receipts of expenses incurred on trip and provide it to the Admin upon return.
Download Personal Travel Checklist

 

Responsibility of the Traveler

Responsibility of the Traveler

Plan all travel to achieve maximum savings and efficiency and ensure that each travel arrangement is the lowest possible cost, considering all relevant circumstances.

  • For In-State Travel - The Admin will fill out a state tax exemption form and provide to you to take with you on your trip. You will present this form to the front desk at the hotel. (This will prevent any taxes charged on your itemized bill that may cause your reimbursement to be delayed)
    • Mileage Reimbursement - If you drive to the location, send an email to your Admin with mapquest directions to and from the location.
      • Note: If destination is more than 5 hours from designated headquarters and claiming mileage for personal vehicle, a cost comparison between the different modes of transportation must be completed and attached to the expense report.

Travel Resources

1. Pre-Travel
2. Transportation
3. During Travel
4. Post Travel

ADDITIONAL TRAVEL RESOURCES

Travelers anticipating situations that might conflict with existing procedures may petition for an exception to existing rules. Exceptions must be requested before travel using the Business Affairs Exception Tracker Request. Exceptions granted do NOT alter existing travel procedures and should not be construed as a precedent for allowing repeated non-compliance.

Travel Card Application
Supplemental Travel Authorization
Official Occasion Forms
Request a Procard
Business Affairs Exception Tracker Request
Saving Tips
Student Group and Organizational Travel
Foreign Travel Guidance
Various Hotel Info for GSA Rates
CTP/Concur Info
Rental Vehicle vs. Mileage Reimbursement Calculator

High Risk Travel

See Also: