Process travel bookings for fully approved Travel Authorizations.
Scan Travel Authorization to SharePoint; hold paper copies out until travel voucher is submitted.
Email Travel Authorization approval and travel confirmations to traveler.
Reconcile PCard/Diners Club statements with print out of all receipts for charges.
Book airfare.
Authorize hotel charges and submit credit card authorization form to hotel.
Pay registration fees by:
■ PCard whenever possible,
Check Request to Accounts Payable, no PO required.
Retain receipts to include with PCard statement for monthly reconciliation.
There is no provision for providing travel advances for individual employee travel. A travel advance may be obtained for expenses when traveling with a group of students.
Requester
Purchasing Travel Office
AP
Banner
Check Request
Frequency and timing:
As needed
Steps:
Submit Direct Pay Request to Accounts Payable for travel advances for group travel including:
Settle the advance within five (5) business days following the return.
A list of all travelers' names and
Estimated meal cost per day per traveler
Purpose, destination, and dates of trip
FORM
Deposit unused advance with Cashier.
Return deposit receipt, if applicable, with original, itemized meal receipts to AP.
Travel Reimbursement
Employees submit a reimbursement request for travel expenses paid out of pocket within 30 days of completion of a trip. Itemized receipts are required for all expenses over $10. Each expense,