Do's and Don'ts of University Travel on Federal Funds
Before you Travel:
As soon as you know you are going to travel, contact the INBRE Team at 907-474-1527 or firstname.lastname@example.org and request a Travel Authorization form be started.
If a TA is not completed and approved prior to travel you will not be reimbursed for the expenses incurred.
- Reason for travel/trip.
- Provide Agenda and meeting information if attending an event.
- Destination and dates of travel.
- Lodging arrangements (provide confirmation for TA if you have made arrangements)
- Transportation requirements. Rental cars, buses, etc.
- Funding source information.
- If taking personal time, provide dates and destination.
Self Scheduling: If you wish to manage your own arrangements please keep in mind the following:
Lodging & Meals: Based on the number of days and allowable costs per day, for U.S. travel using the standard lodging and per diem rates for foreign travel use the U.S. Department of State Rates. Also, be congnizant of the cancellation policy as it is the traveler's responsibility to provide timely notice of cancellation to the hotel/inn. IMPORTANT: Any charges incurred due to failure to cancel timely will be charged to the traveler and are not eligible for reimbursement.
After you Travel: Submit your receipts (original) and boarding passes to the travel coordinator who will prepare your Travel Expense Report. Provide a copy of the event agenda/itinerary if you have not already, and let the travel coordinator know of any meals that were provided at the event. When your TER is completed you will be e-mailed a copy for your approval and signature prior to submittal.