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Travel Planner

Prior to Departure

The University requires all travelers to prepare a Travel Authorization for planned overnight travel that is expected to exceed $500, for retreats held at off campus locations, and for all incoming foreign national visitors. Both domestic & international require prior approval of the appropriate Vice President, or Associate/Assistant Vice President, Dean, and Associate/Assistant Dean if this travel is expected to exceed $500. Total cost includes transportation, lodging, meals, registration and course fees charged to University funds.

Before arranging travel, the department or traveler must complete a Travel Authorization form. Refer to subsection .900/910 for form preparation and submission instructions.

  1. Complete a Travel Authorization Form, making sure that all anticipated expenses are properly authorized.

The following table lists the authorizations needed for various types of travel expenses. A lack of proper authorization(s) could result in delays in processing and/or travel expenses not being fully reimbursed.

This Type of Travel Expense Must Be Authorized By And Documented On
Planned overnight travel that is expected to exceed $500 for all travelers Appropriate VP or Assoc./Asst. VP, Dean, and Assoc./Asst. Dean A completed Travel Authorization Form
Retreats held at off campus locations Appropriate VP or Assoc./Asst. VP, Dean, and Assoc./Asst. Dean A completed Travel Authorization Form
Travel for incoming foreign national visitors Payroll Services and Appropriate VP or Assoc./Asst. VP, Dean, and Assoc./Asst. Dean A completed Travel Authorization Form
International Travel Senior VP of Administration & Finance (refer to Financial Procedures Manual)

Proposed Trip Plan and a completed Travel Authorization Form and Senior VP of Administration & Finance's approving notation
Domestic Travel for more than 3 employees from single agency to a single travel destination Appropriate VP or Assoc./Asst. VP, Dean, and Assoc./Asst. Dean A completed Travel Authorization Form
International Travel for more than 3 employees from single agency to a single travel destination Senior VP of Administration & Finance and subsequent approval by the Secretary of Education Proposed Trip plan and a completed Travel Authorization Form and Senior VP of Administration & Finance's approving notation
Lodging reimbursement requests up to 150% of guidelines Appropriate VP or Assoc./Asst. VP, Dean, and Assoc./Asst. Dean A completed Travel Authorization Form
Lodging reimbursement requests over 150% of out-of-state guidelines Comptroller/Asst. State Comptroller, Dept. of Accounts in advance of trip Memo with sufficient documentation to Accounts Payable Director requesting Approval - see .340 lodging
  1. Determine your method of transportation, and estimate its cost
  2. Determine the lodging and meal per diem limits
  3. Determine whether reservations and/or prepayments will be necessary
    • Registration fee
    • Lodging
    • Car Rental
    • Air, rail, or bus

During Your Trip

  1. Record your mileage, if traveling by personal vehicle
  2. Keep all of your receipts
    • Lodging
    • Transportation
    • Airline/rail and bus tickets
    • Car rental
    • Gasoline purchases
    • Parking and tolls in excess of $20.00
    • Taxi
    • Shuttle
  3. The following miscellaneous expenses are not reimbursable:
    • Lost or stolen articles
    • Alcoholic beverages
    • Damage to personal vehicles, clothing, or other items
    • Services to gain entry to a locked vehicle
    • Movies charged to hotel bills
    • All expenses related to the personal negligence of the traveler, such as fines
    • Entertainment expenses
    • Towing charges
    • Expenses for children, spouses, and companions while on travel status

After Returning

  1. Complete a Travel Expense reimbursement Voucher and forward the completed voucher, with all necessary receipts, attachments to the Accounts Payable office within 30 working days.





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