Steps:

  • 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.

Advances for Group Travel

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.

Responsible position(s):

  • Requester
  • Purchasing Travel Office
  • AP

Required documents and access:

  • 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,