I. Faculty absence procedures

If you plan to take a personal holiday or need to miss work for a prearranged medical procedure or other excused absence, please fill out the history department absence/travel form in advance of the absence.

II. Faculty travel procedures, prior to departure

Please note that travel forms and procedures have been updated!

All required travel documents must be turned in to LoriAnn Rodriguez at least 30 days prior to travel (45 days for international) or April 15th, 2014, whichever is first. Example of these forms are posted in the mail room. Keep all receipts from your journey that pertain to expense reimbursement.

A. DOMESTIC DESTINATIONS

If you are traveling to a DOMESTIC destination for research, conference, or other employment-related activity, please submit the following required forms as soon as you know your travel dates AND at least thirty (30) days prior to travel:

1. The history department absence/travel form.

2. The university Domestic Travel Expense Justification FormThere is an upper limit on lodging of $175 per night before taxes; if you book a hotel over this amount you must include a short justification on this form.

3. The unfunded travel form even if your travel is funded (needed by the central bureaucracy).

B. INTERNATIONAL DESTINATIONS

If you are traveling to an INTERNATIONAL destination for research, conference, or other employment-related activity, please submit the following required forms as soon as you know your travel dates AND at least forty-five (45) days prior to travel:

1. The history department absence/travel form

2. The university International Travel Expense Justification form. YOUR INTERNATIONAL TRIP MAY NOT BE APPROVED IF YOU DO NOT SUBMIT A REQUEST 45 DAYS IN ADVANCE OF TRAVEL.

3. The unfunded travel form even if your travel is funded (needed by the central bureaucracy).

4. The Foreign Travel Insurance Program form. Complete and send this request to Risk Management as indicated on the form. Business travel to countries that are on the State Department's travel watch list are unlikely to be approved or may require high insurance premiums.

III. Faculty travel procedures, claiming reimbursement after travel

A. For travel funded by any non-UEI university source, please turn in a department travel expense summary form with original receipts to LoriAnn Rodriguez. KEEP ALL RECEIPTS FROM YOUR JOURNEY THAT PERTAIN TO EXPENSE REIMBURSEMENT. 

B. For travel funded by a UEI grant, UEI will send you instructions by email. Contact Angela Lorenzo-Billings at extension 85843 for more questions on UEI reimbursemenst.

NOTE: Per diems are no longer processed for domestic travel. For meal reimbursement, you must indicate on the form the exact amount you spent for each meal regardless of the amount. Meals that cost $25.00 OR MORE require an itemized receipt or they will not be reimbursed. 

The university also requires us to verify whether conferences provide meals, so for meal reimbursement you must provide a copy of the conference program.

If you are not sure a certain expense is reimbursable, check with Julie. Please do not forget these forms: any unused travel funds that are not spent by end of the fiscal year (30 June) are lost, i.e. they do not roll over into the next fiscal year.

Updated 1/22/2014