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Travel Planning

Plan Ahead!

Careful travel planning is important for many reasons:

  • To ensure that the trip goes smoothly and is as enjoyable and productive as possible.
  • To ensure that the traveler will be reimbursed to the maximum allowable limits with minimum effort -- you cannot be reimbursed unless you have correctly fulfilled all pre-trip requirements.
  • To maximize travel dollars available to the University and the traveler.

Know the Travel Basics

For each type of travel expense, be sure that you know:

  • What the University will pay or reimburse
  • What prior approvals and pre-trip documentation are required
  • What payment methods are acceptable
  • What source of funds you will be using.
  • The allowable spending limits at your destination
  • What receipts or invoices you will need to save

Know Your Department's Travel Rules

  • Check with your supervisor and/or department business manager for any special rules or restrictions affecting trip approvals, documentation, justification, or spending limits.
  • Your department may also have someone designated as a travel "expert" or "planner" who can help you through the process.

Planning Checklist

  • If traveling abroad, read about special considerations for foreign travel well in advance of your trip. Some requirements, such as passports and immunizations, may take time.
  • Obtain a University Travel Card from Financial Administration (for Health System employees, from the HSC Travel Card Coordinatorpopup ) to use during all University business travel.
  • Find out if you will need to pre-pay for conference registration or first-night lodging.
  • Decide on a means of transportation and what payment method you will use.
  • Consider using a university-contracted travel agency to make your travel arrangements.
  • Perform any required cost comparisons or cost/benefit analyses.
  • Complete the "Pre-Approval of Proposed Travel Estimate" sheet of the Travel Workbook and obtain required approval signatures.
  • Make hotel reservations early to receive the best rates.
  • When making reservations, request available conference, educational, governmental, or other discounts.
  • Arrange necessary ground transportation at your destination.
  • Calculate what additional cash or traveler's checks you might need.
  • Remember that expenses for children, spouses, and companions will not be paid by the University.
  • Before you leave home, make sure that you have your University identification card, and a Travel Envelope to be used for receipts.

Things to Remember During Your Trip

Present your University identification card if needed to claim any special educational, governmental, or other discounts available.

Keep receipts for all expenses, especially:

  • Lodging
  • Get a boarding pass or ticket stub each time you travel by air or rail.
  • Vehicle rental and gas
  • Taxis, shuttles, or other "for hire" transportation
  • Business meals (for Day Trip Meals, overtime meals, or those not reimbursed as meals/incidentals per diem)
  • Parking and tolls (for claims over $10)
  • Business phone calls and faxes
  • Other miscellaneous expenses not covered under the meals/incidentals per diem limits.

Personal expenses such as these cannot be reimbursed:

  • 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
  • Expenses resulting from personal negligence of the traveler (such as fines)
  • Entertainment expenses
  • Towing charges

Record your mileage from place of departure to place of return when traveling in a personal vehicle.