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Travel Planner


Prior to Departure

The University requires travelers to prepare an estimate of the total cost of any planned international official business and all incoming foreign national visitors.  International travel and all incoming foreign national visitors require prior approval by an Approving Authority, the appropriate Senior Vice President, as well as the Senior Vice President of Administration and Finance.  This prior approval is obtain on the International Travel Authorization Form.

Before arranging travel, the department or traveler must complete an International Travel Authorization form.  Refer to subsection .900/910 of the Travel Section (4215) for form preparation and submission instructions.

  1. Complete an International 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.
Type of Travel Expense
Must Be Authorized By
And Documented On
Planned international official business travel President, Vice President, Assistant Vice President, Dean, Asst/Assoc Dean, Director, or Department Head who is the Approving Authority for the DeptID; Senior VP of DeptID and Senior VP of Administration & Finance A completed International Travel Authorization Form
Retreats held at off campus locations President, Vice President, Assistant Vice President, Dean, Asst/Assoc Dean, Director, or Department Head who is the Approving Authority for the DeptID; Senior VP of DeptID and Senior VP of Administration & Finance A completed Off Campus Retreat Authorization Form
Travel for incoming foreign national visitors President, Vice President, Assistant Vice President, Dean, Asst/Assoc Dean, Director, or Department Head who is the Approving Authority for the DeptID; Senior VP of DeptID and Senior VP of Administration & Finance A completed International Travel Authorization Form
International Travel for more than 3 employees from single agency to a single travel destination President, Vice President, Assistant Vice President, Dean, Asst/Assoc Dean, Director, or Department Head who is the Approving Authority for the DeptID; Senior VP of DeptID and Senior VP of Administration & Finance A completed Off Campus Retreat Authorization Form

  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 $75.00
    • 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 60 working days.