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College of Natural Sciences & Mathematics

Travel

Please consult the University's travel policies and procedures. All travel forms are available here

It is extremely important that all Travel Requests be made well in advance of travel; late Travel Requests, or ones submitted after the travel has occurred, may not be approved by the University administration. All University travel, whether it is funded or not, requires a travel request form AND a Travel Requisition or Unfunded Travel Request Form. Domestic travel forms should be completed no later than 30 days prior to travel; international travel forms should be completed no later than 45 days prior to travel.

BEFORE YOU TRAVEL (DOMESTIC DESTINATIONS)

When travel is funded by the University, work with your Department Secretary to create a Travel Requisition AND complete the Domestic Travel Expense Justification Form. This form requires an indication of the amount of funding sought, the source of the funds, a concise statement of the purpose for the travel and an indication of how your classes will be covered in your absence. Supporting documentation (e.g. conference invitation or registration) should also be provided.

When travel is funded through a grant administered by UEI, complete the combined UEI/Domestic Travel Expense Form. This form is similar to the Domestic Travel Expense form but includes spaces for required UEI signatures. 

When funding is not expected, complete the Unfunded Travel Request Form.  If funding becomes available later, you can attach the signed request to your travel claim. Attach proof of the reason for your travel (e.g. conference invitation letter or registration receipt).

Submit the Domestic Travel Expense Justification form and a copy of your Travel Requisition or Unfunded Travel Request to the Dean’s office at least thirty (30) days in advance of employment-related domestic travel. Missing, incomplete, or late forms hold up the reimbursement process.

KEEP ALL RECEIPTS FROM YOUR JOURNEY THAT PERTAIN TO EXPENSE REIMBURSEMENT.

BEFORE YOU TRAVEL (INTERNATIONAL DESTINATIONS)

Please review the University's International Travel Approval Procedure.

If you are traveling to an INTERNATIONAL destination for FUNDED or UNFUNDED research, conference, or other employment-related activity, work with your Department Secretary to create a Travel Requisition, or complete an Unfunded Travel Request Form.  One or the other is necessary.

Complete the university International Travel Expense Justification form. If the travel is unfunded, check the Funding Source as “Personal/Self-Funded.” The International Travel Expense Justification form and a copy of your Travel Requisition or Unfunded Travel Request must be submitted to and approved by the dean's office 45 days prior to the international travel date (or earlier). If you are traveling to a high risk country you MUST turn it in at least forty-five (45) days before the start of travel. Missing, incomplete, or late forms hold up the reimbursement process.

When travelling internationally, you must obtain Travel Insurance through the Risk Management office on campus; the College may 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. The foreign travel insurance request form is available here.

KEEP ALL RECEIPTS FROM YOUR JOURNEY THAT PERTAIN TO EXPENSE REIMBURSEMENT.

AFTER YOU TRAVEL (ALL DESTINATIONS)

If your travel was funded by the college or other non-UEI university source, please turn in a completed travel expense claim with original receipts to the Department Secretary. Reimbursed travel funded from the university or UEI requires submission of several kinds of documents. KEEP ALL RECEIPTS FROM YOUR JOURNEY THAT PERTAIN TO EXPENSE REIMBURSEMENT. Faculty should refer to the travel expense summary form for typical reimbursable travel expenses.

If your travel was funded by a UEI grant, complete the UEI Travel Claim Form to receive any reimbursement. Have the chair sign this form and return to the Dean’s Office.

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. We do not need a receipt for dinner unless it is for $25.00 OR MORE – without that receipt, there can be no reimbursement. There 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 the Domestic or International Travel Expense Request form.

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 the Department Secretary. 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.