Travel

Workday Job Aid

Spend Authorization Requests are required for all Faculty & Staff for University travel. The Spend Authorization Request needs to be submitted at least 10 days prior to the trip and approved BEFORE travel begins. Each employee must submit their own Spend Authorization Request. Employees should pay for their own expenses unless they have a University Travel Card (T-card).

• Create Spend Authorization in Workday
  • • Start date should be the date you are leaving
    • end date should be the date you are coming back
• Include an estimate for all expenses related to the trip
  • • Complete all fields required for expense items
• Attach any agendas, conference brochure, etc.
  • • Dates of event must be displayed clearly
• If you add personal time before or after the event, and expect to be reimbursed, you must attach a price comparison for the event dates and for additional dates

Student travel in many instances is handled in the same manner as for faculty and staff:

•  A Travel Authorization Request (TAR) is submitted under the student’s name and (TAR) approval is required before expenses are incurred
  • • If you are facilitating travel with a University issued Travel card (T-Card), you will create a Spend Authorization, in lieu of the TAR and notate the student's name
• A Travel Reimbursement Request Form is submitted after returning from the trip (no later than 30 days after completion) and submitted along with the related receipts and any additional documentation, in order to reimburse the student for any out of pocket expenses incurred
  • • If you facilitated travel with a University T-Card, an expense report will be created from the Spend Authorization to reconcile the charge(s) in Workday

An $80.00 maximum per diem is allowed for Class A or B travel. When there are no other reimbursable expenses (i.e., hotel, car rental, etc.), per diem may be computed at one-fourth the authorized maximum rate of $80.00 for each quarter of a 24-hour period or a fraction thereof. The quarters will be calculated, on the basis of 6-hour cycles, beginning at midnight. The maximum per diem allowances are as follows:

Note: Rates differ for Foreign Travel. 

All travelers shall be allowed the following amounts for meals

Whenever travel is by privately owned vehicles, the traveler shall be entitled to a mileage allowance at a fixed rate not to exceed $0.445 per mile. Reimbursement for expenditures related to the operation, maintenance and ownership of a privately owned vehicle is not allowed when the vehicle is used for public business. No individual who receives a car allowance may be reimbursed by the University, or use the University T-Card for rental cars during the period covered by the allowance except when rental cars are needed in conjunction with other forms of common carrier transportation such as airlines.

The University will only reimburse economy/main cabin airline travel. First & Business class transportation is not allowable, except when extenuating circumstances exist. In this case, the traveler may be reimbursed for a higher class; however, this must be justified and documented on the Spend Authorization or Expense Report and approved by the traveler's supervisor.

Workday Job Aid

Expense Reports should be submitted no later than 15 days after travel has ended. Each employee should submit their own Expense Report. (A delegate may do this on behalf of that employee, if assigned in Workday).

• Create Expense Report in Workday
• Each expense item will have its own expense line
• Select the appropriate Expense Item in the Expense Item Group
• Input actual costs into each expense line
  • Upload/attach original receipts for each expense item
  • Complete all fields that are applicable
• Attach Any agendas, conference brochures, etc. to meal allowance line. If meal was provided by the conference or event, you will need to mark that meal as provided

The following incidental travel expenses may be reimbursed upon presentation of an original receipt:

1. Receipts for taxi fares and shuttle service.
2. Receipts for parking fees and tolls. Necessary charges for parking will be reimbursed, including airport parking fees. Mandatory valet parking, to include tips that do not exceed $1.00 per occasion, will be reimbursed. 
3. Communication expenses, including telephone/fax/Wifi/Internet connections incurred as a result of University business.
4. Reasonable tips and gratuities may be reimbursed to the traveler for the following:
   1. Actual tips paid to taxi drivers, which shall not exceed 15% of the fare.
   2. Actual tips paid to valets for mandatory valet parking which shall not exceed $1.00 per occasion or a maximum of $5.00.
   3. Actual portage charges paid which shall not exceed $1.00 per bag or a maximum of $5.00.

Non Reimbursable Incidental Travel Expenses include:

1. Rental car insurance option for personal accident waiver.
2. Personal telephone calls.
3. Traffic fines or parking violations.
4. Mileage between home and official place of work.
5. Meals in excess of per diem.
6. Loss or damage to personal items.

When the University pays travel expenses incurred by independent contractors, consultants or other non-employees, the expenses should be paid as part of the contractor's flat services fee (all-inclusive)

Please refer to the Non-Employee-Travel-Process-Quick-Start-Guide

Travel Training Sign Up

Virtual Drop In Open Labs Signup