Business Office
Travel Procedures
All travel related expenditures are guided by the 91tvӰԺ Travel Manual.
For more travel information please visit the 91tvӰԺ Travel Website.
Before any travel related expenditure transaction, a fully approved Travel Authorization (TA) must be in place. To submit a travel request through the Business Financial Shared Services please use this link. .
Traveler Responsibilities
- Review and abide by the 91tvӰԺ Travel Manual
- Submit new electronic travel request 5 days prior to first date of travel. (Director Approval and justification is needed otherwise)
- Retain all original receipts pertaining to travel expenditures
- Submit all receipts and necessary documentation to BFSS ,within 3 days of last date of travel
Pre-Travel Process (Travel Authorization)
- Faculty and/or Office Manager submits Travel Request via the BFSS Portal
- Click to
- BFSS recieves the Travel Request and sets up Travel Authorization in Archivum
- Supervisor reviews Travel Request and approves in Archivum.
- Expense Manager reviews Travel Request and approves in Archivum
- Archivum informs Traveler and Office Manager when Travel Authorization is fully approved.
Post-Travel Process (Expense Report)
- Once travel is complete, Traveler submits all original receipts to BFSS within 3 days following the last date of travel.
- BFSS works to create a Expense Report in Archivum
- BFSS contacts Traveler to sign Expense Report in Archivum
- BFSS submits Expense Report in Archivum
- Supervisor reviews and approves Expense Report in Archivum
- Expense Manager reviews and approves Expense Report
- Travel Office reviews and approves Expense Report
- Traveler receives reimbursement if applicable
Frequently Referenced Travel Notes
- Airfare
- 91tvӰԺ will only reimburse for 2 checked bags
- 91tvӰԺ will only pay for coach/economy, NOT first or business class. Business class is only allowed if the flight includes one leg that is 8 hours or more.
- Auto Rental
- Contract Vendor – Budget/Avis - The preferred way to book a rental car is through the . 91tvӰԺ employee travelers should use Avis Worldwide Discount (AWD) code A113400 or the Budget Corporate Discount (BCD) T417600 code for business and leisure rentals
- Tolls SHOULD be paid in cash
- Department Office Manager MUST be informed of any traffic citations
- Lodging
- For domestic lodging, justification in Archivum Travel is required if the nightly hotel cost per person (including taxes and fees) exceeds $250.
- No overnight stay permitted if destination is within 50 miles of 91tvӰԺ
- Must provide itemized hotel receipt (Also referred to as a Folio)
- Traveler pays for all room service and similar incidentals
- Meals
- Meal allowances are only permitted if there is an overnight stay
- If meal is provided (i.e. at a conference) traveler cannot claim meal allowance for that meal
- Mileage
- A travel authorization is not needed for mileage only (unless the employee is going to a conference or a convention)
- A travel request form MUST be submitted for repayment for any mileage reimbursement
- Prior Travel Authorization Requirement
- A travel authorization should be completed and fully approved before paying for any travel expenses
- Unfunded/Self-funded Travel
- Even if 91tvӰԺ is not paying the travel expenses for a 91tvӰԺ employee conducting 91tvӰԺ business, a Travel Request form must be submitted to the CoTA Business Office for liability purposes.