Employee Travel

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Travel Pre-Approval

Before an employee can travel on official business for the university, they should have a travel pre-approval completed and approved for each trip. The travel pre-approval should include the following information: date, destination, business purpose, funds and all expenses that the trip will cost. Travel pre-approval must be processed for all travelers, even if not requesting a travel prepayment or reimbursement.

All travel pre-approvals require the approval of the following people:

  • Traveler
  • Traveler's immediate supervisor
  • Budget Authority for all funds being charged
  • Grant Officer if a grant fund is being charged
  • Chancellor/Vice Chancellor for all travel outside the US, including travel to Alaska and Hawaii

Prepaid Expenses

Prepaid expenses are an option available to university employees. The following may be paid directly to the vendor in advance of the trip.

  • Agency Airfare
    1. Contact Travel Agency from our approved list to select an airfare
    2. Once airfare is selected by the traveler you are to enter the airfare information into a Chrome River Pre-Approval
    3. Select the Airfare tile
    4. Enter the dollar amount from the offer selected (including the agency fee)
    5. Select the Travel Agency that you made the arrangements with from the drop down
    6. Select Paid By - Travel Office
    7. Enter the exact departure and return dates of the flight
    8. Save and attach only the offer selected and any comparison flights
    9. Submit Pre-Approval
    10. Once the approval process is completed, the Travel Office will notify the agency to purchase the ticket

                * Please Note: If personal time is included with the travel you will need to get a quote from the travel agency showing the round trip cost for the business dates only from your duty station(ILM).  The comparison needs to be from the same provider the ticket is purchased from and on the same day. Example: If ticket is purchased from Maupin Travel, the comparison needs to be from Maupin Travel. This will need to be attached to the pre-approval in Chrome River. If the ticket including the personal time is more than the business time, the employee will have to pay the University the difference before the ticket is purchased.  Comparison is also needed if not flying out of your duty station (ILM).

  • Registration
    1. Once the Pre-Approval has been created and approved, an expense report will need to be created in Chrome River to pay the Registration in advance
    2. The agenda, schedule of fees and registration form should be attached to the expense report in Chrome River
    3. After everyone has approved the expense report in Chrome River the check will be processed in the next check run

           *  Please Note: Meals included in the registration fee will be excluded from the traveler's reimbursement per diem, even if the traveler did not attend the meal function.

For additional details about agency airfare and registration please visit our webpage designated for these topics.

Travel Reimbursement Expense Report

Once the trip is over it is time to create the travel reimbursement expense report. All expenses that the Employee paid out of pocket (allowable travel expenses) should be included on the travel reimbursement expense report in Chrome River.

  1. Enter the exact departure/return dates and times on Expense Report (if different from Pre-Approval, add comments to explain)
  2. Enter all expenses that the traveler incurred during their trip.
  3. Attach/upload all supporting documentation.
  4. Submit the reimbursement expense report.
  5. Once Submitted, the expense report will route for approval by the traveler and budget authority. If the funding is a grant, then approval of the grant officer is also required.  If the lodging has excess lodging it will also route to the supervisor for approval.
  6. Once the Travel Reimbursement Expense Report has been approved by everyone, the check will be processed in the next check run.  

Expenses paid by someone else

If someone besides the traveler paid for the expenses, then the traveler cannot get reimbursed for those expenses. These expenses will need to be reimbursed to the person who paid for the expenses after the trip takes place. To do this, you will need to enter these expenses under the traveler's name. The expense report should be made payable to the person who paid for the expenses. After entering the expenses and uploading the supporting documentation, attach the pre-approval to the expense report and submit the expense report in Chrome River.  Once approved, the check will be printed in the next check run.  

Travel Reimbursement Deadline

Please keep in mind that the state requires all travel reimbursements to be submitted/received in the Travel Office within 30 calendar days from the return date.