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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. 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. The requirement extends to individual trips covered by a Blanket Travel Authorization.

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
International Travel	President (refer to Financial Procedures Manual)	Proposed Trip Plan and a completed Travel Authorization Form and President'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	President and subsequent approval by the Secretary of Education	Proposed Trip plan and a completed Travel Authorization Form and President'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	Manager of Disbursement Review, Department of Accounts in advance of trip	Memo with sufficient documentation to Accounts Payable Director requesting Approval - see .340 lodging

2. Determine your method of transportation, and estimate its cost
   
   
3. Determine the lodging and meal per diem limits
   
   
4. 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 $10.00
   • 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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