- How to process
- All employee travel should be processed in E-Travel.
- All expenses for an employee should be claimed on that employee's travel. You should never claim an expense on someone else's travel.
- Prepaid Expenses
- All prepaid expenses should be sent to the travel office before the trip takes place.
- If someone besides the traveler paid for the expense it should be entered under prepaid expense to reimburse the person who paid, not the traveler.
- Airfare
- Agency Airfare
- Contact Travel Agency to select airfare.
- Once airfare is chosen, enter into E-Travel under Prepaid Airfare, Agency.
- You will have to select the travel agency chosen for the airfare.
- Traveler and budget authority will have to approve.
- Once they have approved the airfare the agency will be notified to approve the ticket.
- Pre-Paid Airline Tickets for Canceled Trips
- If an airline ticket has been purchased by the University to be used on a trip that is canceled, the department needs to call the travel agency to rebook or get a credit voucher, in order to avoid losing the airline ticket entirely.
- Usually there is a $100.00 rebooking fee and the ticket will be good for one year.
- You will need to enter a note in the E-Travel notes section explaining why the trip was cancelled.
- Registration
- Payable directly to the vendor
- Complete Prepaid registration check request in E-Travel.
- Route for approval.
- Once you have approval print out the check request and send it with the registration form and a copy of the registration form to our office.
- Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.
- Pre-Paid Registration Fees for Canceled Trips
- The department will need to see if a refund can be given on the registration.
- If a refund cannot be given please go into the travel and make a note in the notes section of E-Travel.
- If a refund is given, the department needs to send the refund check to the travel office with a memo stating which travel this is for.
- In State
- All in-state travel should have a travel authorization completed and approved by the budget authority, supervisor and traveler before the trip takes place.
- In-state travel follows normal rules and regulation of the University travel policies.
- Lunch is not reimbursable on day trips.
- All travel reimbursement should be completed within 15 days of return, however it must be submitted to the travel office within 30 calendar days from the return date.
- Original reimbursement and backup documents are required with the travel package.
- If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
- Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
- Send travel reimbursement to Travel Office to be processed.
- Out of State
- Out-of-state travel consist of the continental United States (Alaska and Hawaii are Foreign Travel).
- All out–of -state travel should have a travel authorization completed and approved by the budget authority, supervisor and traveler before the trip takes place.
- Out-of-state travel follows normal rules and regulations of the University travel policies.
- Lunch is not reimbursable on day trips.
- Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
- All travel reimbursement should be completed within 15 days of return,however it must be submitted to the travel office within 30 calendar days from the return date.
- Original reimbursement and backup documents are required with the travel package.
- If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
- Any small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
- Send travel reimbursement to Travel Office to be processed.
- Foreign Travel
- Foreign travel included Alaska and Hawaii.
- All foreign travel should have a travel authorization completed and approved by the budget authority, supervisor, traveler, and Vice Chancellor before the trip takes place.
- Airline tickets, registration fees, or travel advances cannot be processed until the Vice Chancellor has approved the travel.
- If contract and grant funds will be used on the travel, the grants office must approve the travel authorization and all payments.
- Foreign travel follows normal rules and regulations of the University travel policies.
- Foreign meal per diem is determined by the destination of the trip.
- Foreign meal per diem can be found on the Department of States webpage.
- Travelers are allowed one day of travel before the beginning of a conference and one day of travel after the conclusion of a conference.
- All travel reimbursement should be completed within 15 days of return, however it must be submitted to the travel office within 30 calendar days from the return date.
- Original reimbursement and backup documents are required with the travel package.
- If originals are not available, please attach a memo that explains why originals were not included in the travel reimbursement.
- Conversion calculations must also be shown on all backup documentation.
- Use the following currency conversion for all receipts http://www.oanda.com/convert/classic.
- Print out the currency conversion from Oanda and attach to the supporting documentation.
- All small receipts should be taped down to an 8 ½ by 11 sheet of white paper.
- Send travel reimbursement to Travel Office to be processed.
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