Travel Process - Quick Reference

For trips with funding support through USI

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1. Request a USI Travel Card (TCard)
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2. Have Your Trip Info Ready
  • Contact your Chair, Dean, or Director regarding internal approval processes such as the Academic Affairs Travel Request & Class Coverage Form
  • Know your funding sources (Fund Org numbers) and funding amounts
  • Know your trip estimates – use meeting info, Egencia (airfare), and Enterprise (rental vehicle)
  • Consider payment deadlines such as an early-bird registration fee deadline
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3. Submit Pre-Approval in Chrome River
  • Submit a Pre-Approval to obtain financial approval for a business trip so you may use your USI TCard
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4. Make Trip Purchases
  • You will receive an email notification when your Pre-Approval is fully processed and a separate email notification when your USI TCard is available for trip purchases
  • You may use USI’s booking tool Egencia for airfare purchases, as well as rental vehicle and/or hotel reservations for the trip
  • When only a rental vehicle is needed use the Enterprise web portal to make a reservation with USI’s discount
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5. Submit an Expense Report in Chrome River
  • Submit an Expense Report within 2 weeks to reconcile USI TCard transactions of pre-trip payments (registration, airfare)
  • Submit another Expense Report after the trip is complete to reconcile all additional USI TCard transactions and/or reimbursement of trip expenses with a personal card

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For trips without funding support through USI

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Send an Email

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Helpful Links

University Travel Policy

Student Domestic Travel Policy (when traveling with students)

Chrome River Training Videos

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Contact

Travel Procurement

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