Travel Process and Procedures Purpose of the Travel

Travel Process and Procedures

Purpose of the Travel Process and Procedures 1. To know where, when, and how our students and employees are traveling to better fulfill our Duty of Care obligations. • All airfare through Travel Office • Incident response 2. To ensure travel is within policy and budget. • Consolidate spend across the university • Gather information so managers can make educated decisions 3. To work closely with the Travel Office and other areas of Stewardship across campus. • Provide expert service 4. To assist with reconciliation of expenses. • Best practices

Travel Office The Travel Office is the only department authorized to execute contracts for University travel. Benefits of booking travel with us. Free Insurance coverage when we book your flights Accidental travel insurance (AD&D) Emergency evacuations Help book you’re departments travel needs, credit card authorizations, provide assistance, direction and support if something goes wrong so you can get on your way, I Travel specialist when booking on I Travel, save time, coordinate visa’s, attend planning meetings, help understand be compliant with the University travel policies, profile updates with membership – earn points. Higher volume means lower prices and better discounts.

Travel Office Driver’s License o 2005 Real ID Act – establishes minimum security standards o Idaho has been extended until Oct. 10 th, 2018 o Michigan, Louisiana, New York, Rhode Island, Puerto Rico, U. S. Virgin Islands, American Samoa, Northern Mariana Islands are still under review and have a grace period until Jan. 22 nd, 2018 Rental Car Policy o National/Enterprise and Hertz, car insurance, one way rental o Personal car liability/risk

Travel Request

Travel Request Types * Admin/Staff * Faculty * Overnight Student Travel

Travel Request Admin/Staff Requests Submit a Travel Application request online. This will route directly to your supervisor. Once your supervisor has approved the request, it will route to Travel Administration.

Travel Request Faculty Requests Submit a Travel Application online – this will route directly to your supervisor. If the total estimated expenses are over $1500, the request is sent to the Faculty Development Office for Approval (Sid Palmer) International Requests are sent to our Security Advisor in Provo for recommendations. Approved by Travel Administrator

Overnight Student Travel Request Process Submit a Travel Application online (TA) Fill out an Overnight Student Authorization form and send it to the Department Chair and Dean for approval Deliver the signed Overnight Student Travel Request to Leesa Allen Send the Final Participant list and itinerary to Leesa in Travel Administration at least 3 business days prior to travel. Final approval documents are sent out to various areas of stewardship around campus.

Overnight Student Travel Application Student Travel requires you to complete the Overnight Student Travel Authorization form. You may submit your TA, however it will not be approved until the signed authorization form is received.

Overnight Student Travel Revised Overnight Student Travel Request Form

Overnight Student Travel Participant List Please remember to include the trip/tour director and all other employees, chaperones, spouses, and children on this form.

Overnight Student Travel Itinerary Requirements: Hotel Time Leaving How the group will be getting to the airport/destination Trip Details Time Returning

Reconcile TA

• My supervisor approved my TA – why hasn’t it been approved? • I found a lower fare, can I go ahead and purchase it? • Why does my name have to match my government issued ID? • BYU-I Travel vs. the Travel Office – when to use which option? • Can I pick up my supervisor’s cash advance? • What if I do not have all my receipts for reconciliation? • Who do I contact regarding guest travel?

Travel Forms and Policies http: //www. byui. edu/financial-services/travel

When to Call us anytime you have any questions or need assistance with any part of this process!!! TA Requests/Policy Questions: Leesa Allen (x 1974) Travel/Booking/Estimates: Jeorgette Requiron (x 2340) requironj@byui. edu Trisha Cole (x 2342) colet@byui. edu Nikki Virgin (x 2345) virginn@byui. edu I Travel Specialist (x 2343) traveloffice@byui. edu; one city, domestic, individual travel TA Reconciliation: Dawn Shirley (x 1997)