Faculty Travel on University Business
For Unfunded Travel
Travel Request forms are due immedieately when unfunded travel is imminent.
All University travel requires a travel request form, whether it is funded or not.
When the request form is completed, please attach the conference information. If funding is available at a later time, that information can be added to the original request.
It is extremely important that all Travel Requests be made in advance of travel; late Travel Requests, or ones submitted after the travel has occurred, will not be approved by the University administration.
Please use the “Unfunded Travel Request”, available in the CRJ office, for domestic travel.
For International travel, you will also need to obtain Travel Insurance through the Risk Management office on campus; the College will cover the cost of this insurance. International Travel Requests and Travel insurance must be submitted at least 45 days in advance of the travel. Failure to do so may result in denial of the Travel Request.
Travel Expense Justification form
Travel Expense Justification forms are due immediately when travel is imminent. At minimum, Travel Justification forms must be submitted 30 days in advance of domestic travel, and 45 days in advance of international travel. International travel also requires International Travel Insurance.
All funded travel requires a Travel Expense Justification. Both the international and domestic Justification forms are available in the CRJ office. Please submit a copy of your award letter with the Justification form, and the Travel Request and conference information, to the CRJ office.
Helpful hint: Please check the box for "Lodging Exception" if you are not sure what the cost of accomodations will be. It is very time-consuming to get this approved after the fact, and will delay your reimbursement.
If you prefer, the Domestic and International Travel Justification forms can be filled out online and printed. Please fill out your name and contact information;the dates and destination of your travel; and describe why the travel is critical to the Mission of the University. Your justification statement should include the topic of the conference; whether you are presenting, and the topic of your presentation; how the conference and/or your presentation relates to your teaching duties and/or research.
Note for International Travel: The International Travel Justification Form has a checkbox for self-funded travel. Therefore, fill out the Justification form even if you haven't been awarded funds for your international travel.
Submit for Processing
Please turn in your Travel Requests and Justification forms, with all appropriate documentation, to the CRJ office for processing. Incomplete requests will be returned.
Document Your Travel Activities
Keep a diary of your daily travel activities, with arrival and departure times noted, and submit with your claim. If you are taking time out to pursue leisure activities, i.e., spending an extra day to visit the local attractions, please note the times as Personal Travel. This helps the processing to run more smoothly.
If you extend your trip as a cost savings measure, you will need to document the cost savings. The extra days should be noted as Personal Travel in your activity diary, and will not be eligible for meal or accomodation reimbursement.
Submit your travel receipts, along with your travel diary, as soon as possible after you return from your travel. These typically include airfare, carfare and parking, hotel, conference registration fees, and business expenses such as duplication and internet usage. Please make sure that you are turning in receipts and not confirmations; Accounts Payable will not accept confirmations.