Travel Process - Quick Reference
For trips with funding support through USI
1. Request a USI Travel Card (TCard)
- Visit the USI TCard webpage
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
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
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
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
Send an Email
- For workman's comp purposes, document the business trip with an email to your Chair, Dean, or Director
- Contact your Chair, Dean, or Director regarding internal approval processes for business trips (Example: Academic Affairs Travel Request & Class Coverage Form)
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Helpful Links
Student Domestic Travel Policy (when traveling with students)
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Travel Procurement