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Before You Travel

Plan Carefully to Ensure the Best Possible Value

Obtaining payment for travel begins before you make the first purchase, in the planning stage. Before you make any travel purchases, take the necessary steps to ensure that payment can be made smoothly and easily.

  • Know the rules! 
  • If you think you already know the rules, always check "Recently Changed Pages" to be sure that there is not something new that you have missed.
  • Know your source of funds -- the rules depend on the funds you will be using. Shop for the best travel values.
  • Prepare any cost comparisons or cost justifications required for the particular travel purchase. These could include a cost comparison for on-site training or bundled travel package, cost justification for use of a personal vehicle or for exceeding the lodging limit.
  • Always get approval from your Supervisor.
  • If you will be using the University Purchasing Card (Pcard) for tickets that will exceed your spending limits, arrange to have your spending limits raised temporarily. (See: Purchasing Card pre-approval procedures.)

Bundled Travel Packages

The travel industry has begun to offer economical bundled travel packages that combine airline travel with hotel stays, car rental, and even meals. However, these packages usually offer only a consolidated invoice that provides no breakdown of the various travel services included. If you wish to purchase a bundled travel package, you must:

  • Seek full reimbursement after the trip -- no direct payment, pre-payment or Pcard use is allowed.
  • Documentation must be provided comparing the cost of the bundled travel package to the combined cost of the same travel services purchased separately and within allowable travel limits, and the bundle must be the less expensive of the two alternatives.
  • Documentation of each alternative must be either a website screen print or printed quotation from the vendor showing the cost and the travel services included.
  • These comparison documents must be attached to the paper copy of the Travel Workbook when it is submitted to Procurement & Supplier Diversity Services(PSDS)  for reimbursement.

Training Travel for Groups

When it is essential for groups of employees to attend the same seminar, workshop, or training program:

  • The option of bringing the trainer on-site, rather than having employees travel to an offsite location, should be investigated prior to making the travel purchase.
  • If on-site training is cost-prohibitive, the practicality of using studio and video teleconferencing should also be investigated.

Spousal Travel

Generally, travel expenses of a spouse are not reimbursable unless the spouse attends a function and is considered to have a business purpose; that is, the spouse has a significant role in the proceedings or makes an important contribution to the success of an event.  Expenses related to spousal travel must be approved in advance by the traveler’s Dean or Vice President prior to the expenses being incurred and can only be processed using Local funds.

NOT Reimbursable

The list below is not all-inclusive. Travelers should use prudent judgment and remember that all travel expense accounts are open to the public and must be able to sustain the test of public review.

The University will NOT reimburse travelers for the following expenses:

  • Any expenses related to the personal negligence of the traveler, such as non-canceled hotel reservation.
  • Fines (including parking fines, speeding tickets, etc.).
  • Loss or damage expenses for personal property, such as lost or stolen articles, damage to personal vehicles, clothing or other items.
  • Entertainment expenses, such as fees for social or non-mandatory activities at conferences (tours, sports activities, etc.), alcoholic beverages (never allowable from state funds), inordinately expensive meals and lodging, videos or movies charged to hotel/motel bills, etc.
  • Vehicle expenses (other than rental, mileage, parking and tolls), such as charges to gain entry to a locked vehicle and towing charges.
  • Travel expenses (including child care) related to family members or companions, unless on local funds and approved, prior to the expenses being incurred, by the President of the University or the traveler's Dean or Vice President.
  • Expenses for accidents or injuries when the employee is not on official business.
  • Personal calls are not reimbursed separately from Incidentals.
  • Laundry expenses are not reimbursed separately from Incidentals.
  • Non-Overnight meals that do not qualify as a business meal.
  • Expenses related to care of the traveler’s family or home (e.g., pet-sitting or house-sitting expenses).