Travel

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Procedures for Student Employees

Pre-Approval

Before a student employee can travel on Official Business for the University, they should have a pre-approval completed and approved for each trip. The pre-approval should include the following information: date, destination, purpose, funds, and all expenses for the trip. Pre-approval must be processed for all travelers, even if not requesting a travel prepayment or reimbursement. Please note for student travel expenses, while working as an employee of the state, are considered official state business when traveling on behalf of their position and shall be paid from the same source of funds from which the employee is paid.

All 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

Prepaids

Prepaid expenses are an option available. 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 enter the airfare information in the pre-approval.
    3. Select the Travel Agency that you made the arrangements with and paid by travel office in the drop down boxes.
    4. Submit for approval of the traveler and the budget authority.
    5. 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 cost for the business dates only. This will need to be uploaded to the pre-approval. 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 airfare is purchased.
  • Registration
    1. An expense report for Prepaid Registration must be completed in Chrome River and routed for appropriate approvals.
  • * Please note that 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

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

  1. Update the departure/return dates and times that are listed in Chrome River.
  2. Enter all expenses that the traveler incurred during their trip.
  3. Upload all supporting documentation.
  4. Submit the expense report for approval.

Expenses paid by someone else

If someone besides the traveler paid for the expenses, the traveler can not 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 in and expense report payable to the person that paid.

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.

Procedures for Students (not on payroll)

Pre-Approval

Before a student can travel on Official Business for the University he/she should have a pre-approval completed and approved for each trip. The pre-approval should include the following information: date, destination, purpose, funds, and all expenses for the trip. Pre-approvals must be processed for all travelers, even if not requesting a travel prepayment or reimbursement. Student travel can not be paid out of general funds.

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

  • Traveler
  • Department Head
  • 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

Prepaids

Prepaid expenses are an option available to University Students. 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 enter the airfare information in the pre-approval.
    3. Select the Travel Agency that you made the arrangements with and paid by travel office in the drop down boxes.
    4. Submit for approval of the traveler and the budget authority.
    5. 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 cost for the business dates only. This will need to be submitted to the Travel Office. 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 airfare is purchased.

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

Travel Reimbursement

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

  1. Update the departure/return dates and times that are listed.
  2. Enter all expenses that the traveler incurred during their trip.
  3. Upload all the supporting documentation.
  4. Submit the expense report for approval.

Expenses paid by someone else

If someone besides the traveler paid for the expenses, the traveler can not 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 in and expense report payable to the person that paid.

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.