• A Travel Authorization must be filled out prior to all official University travel, even if travel expenses will not be charged to the University. This insures that the traveler is covered by the University insurance policy.
• Current employees, students and authorized affiliates such as volunteers may be reimbursed through travel.  All others need to be paid through Accounts Payable using a Check Request.
• If a Travel Advance is required, complete a Travel Authorization Form requesting an advance. Travel Advances will be direct deposited for all employees who have this service activated.
• Be sure to inform the person traveling of the allowable per diem costs for hotels and meals, and that they will need itemized receipts for all expenses.
• The Travel Office is now issuing travel advances only 7 days in advance of your trip.
• You can fill out a PARTIAL Travel Expense Report (before the trip) and request reimbursement of the $$ that have already been spent by the traveler using his or her own credit cards.  These expenses can include  hotel, airfare, conference registrations, etc.
• Don't forget that you can also pay for airfare and conference registrations on the departmental p-cards now. This eliminates the need to add these expenses to the Expense Report. 
• Check per diem hotel and meals and incidentals costs for the destination and let the traveler know what they are.

US PER DIEM COSTS
FORMS ON LINE
Foreign Travel Per Diems

Non-Reimbursable Expenses

• Personal Travel - When extending a business trip using personal time, the traveler will be eligible for reimbursement of lodging and meals only for the time he or she is conducting business for the university.  
• Travel expenses for family members unless there is a compelling business reason.  
• Personal phone calls or movies.  
• Costs for personal accident, medical insurance, and collision damage insurance waiver (CDW) included in the car rental agreement; travel insurance or medical insurance are personal expenses.

Documenting Exceptions

• Travel involving the following, regardless of the source of funding, must be explained and approved on the travel authorization form.  A simple explanation written in the memo area will suffice:  The traveler will be on long-term travel status (more than 30 days). Personal time taken in combination with travel. Use of airfare other than coach/economy. Use of private, chartered or rented aircraft of renter motor vehicle. Vehicle taken out of state. Lodging charges in excess of established policy limits.  This must be documented. Foreign travel, excluding Canada and Mexico, on State accounts.

• Within 10 working days after the completion of the trip, complete a Travel Expense Report, itemizing expenses and per diem claims for each day.
• Attach original receipts when required. Lodging receipts - Lodging must be with a commercial establishment.  The original itemized receipt is required, showing the establishment's name, address, telephone number, the dates of lodging, daily room charges and single room rates if more than one person is occupying the room.
• Designated lodging - a copy of the conference brochure must be submitted showing the site of the designated hotel and the cost per night.
• Airline receipts:  When purchasing tickets via the internet, the confirmation must indicate that the tickets "have been charged" to a charge card. This can be found on the receipts page.   If this is not available a credit card statement must be provided to indicate that the tickets have been paid for along with a copy of the itinerary showing the passenger name.
• Registration or conference fees: a brochure showing the opening and closing dates of the function is required along with original receipts.  To avoid out-of-pocket expense, registration or conference fees can be paid in advance with the Purchasing Card or on a dPR.
• Parking/Garage Fees: Claims for parking/storage must be supported by a receipt.
  
  Here are object codes for in state, out of state and out of country travel.
  

  6140 = in state travel
  6240 = out of state travel
  6340 = out of country travel
  5520 = conference registration

  If you need to do currency exchanges use this Travel authorized web site: http://www.oanda.com/convert/classic. Be sure to include the destination in the "Purpose of the trip" area.  Following these tips will help you get your travel expense reports processed a bit faster.