Processes for Requesting Travel
All university-sponsored travel—whether in-state, out-of-state, or international—requires prior authorization from the traveler’s supervisor to ensure regulatory compliance and confirm the availability of funding. Travel must be approved in advance through the ProTrav trip request form. Travelers may either complete the request directly in ProTrav or contact their USS representative to initiate the process on their behalf. USS does not recommend departments creating their own forms or using the Form Builder to create forms to provide to USS. USS will not be approving such forms in workflow and will be voided. We do not support creating forms for the purpose of creating forms.
Process for Requesting Travel Expense Reimbursement
Traveler
- Send an email to their assigned USS Contact using their specific USS email account with the following information:
- Trip dates/destination (or trip number if available)
- Trip departure/return times
- A list of all expenses paid out of pocket
- Mileage – total miles traveled round trip.
- Meals – per diem or actual meal costs.
- Note any meals that were included as part of a conference.
- Other expenses: hotel, car rental, baggage tips, airfare, etc. if applicable
- Documentation required to support expenses should be attached to the email.
USS Staff
- Will create a travel expense voucher (TEV) in a timely fashion and verify:
- Correct documentation is attached
- Correct MFK and iacct used
- Expenses are in compliance with UI policy.
- Will submit the TEV to workflow, routing first to the traveler for verification of expenses and then proceeding through normal departmental workflow approval.
Documentation for Travel Expense Vouchers
| Allowable Expense | Receipt/Documentation Required |
|---|---|
| Conference/Workshop Registrations | Registration form or other conference materials that verify the amount charged to the procurement card and specify what is included in the registration. The documentation should also specify which meals, if any, were included. |
| Airfare - Including exchange fees and travel agency service fees. | Itinerary provided by the travel agency at the time of booking that shows routing, dates, and class of service. |
| Hotel Deposits | Housing form, email or other documentation from the hotel or housing bureau that verifies the amount of deposit required and charged. |
| Lodging | Final Check out folio, showing an itemization of all nightly room charges, taxes and other business-related expenses |
| Meals while in Travel Status | Actual meal costs, up to the per diem amount for that destination are allowed. |
| Rental Cars and gas for rental car | Final itemized receipt given upon return of car, showing an itemization of all charges, including daily/weekly rate, refueling charges, taxes, etc. The rental agreement given at the time of rental is not sufficient. |
| Other Ground Transportation - Rail, shuttle service, etc | Rail—itinerary or receipt given by travel agency at time of booking. Shuttle service—receipt given at time service is provided (unless charge is posted in advance of service). |
| Individual Meals in Travel Status | No receipt required if individual expense is under $75.00 |
| Airline Baggage Fees | No receipt required if individual expense is under $75.00 |
| Taxi/Shuttle | No receipt required if individual expense is under $75.00 |
| Gasoline for Rental Vehicle | No receipt required if individual expense is under $75.00 |
Process Flow
