BIOLOGY TRAVEL BEST PRACTICES GUIDE

 

All University travel must be supported by a properly completed Travel Authorization (TA) in ServiceNow unless the only expenses are the use of University owned vehicles, including departmental and Motor Pool vehicles.

The TA is used as a tool to estimate the total cost of the individual trip.  An Open TA can also be set up for repeated field work within a short amount of time.  Please fill out the USU Mileage Log Template and submit for reimbursement at least every 60 days of the Open TA.

According to new IRS guidelines, all Travel Reimbursements MUST be done within 60 days of travel completion.  Best practice would be to complete the TR within 30 days to avoid any complications.

 Access this form by going to ServiceNow > Travel > New Travel Authorization

Travel Authorization Steps

To get started on a new Travel Authorization, type in you’re a-number:
travel authorization 1st step

This will bring you to the TA form. Scroll down to access different sections of your TA. You will need to fill out everything with a red star *.

1st Section – Trip Information

travel authorization - second step

Add a title to your trip. In the description, put a detailed sentence of where you are going and what for.

If you are traveling with other students, employees or affiliates from USU, select Group Travel Box.
Travel Authorization - group travel box

 

Important notes on group travel:

  1. If Group Travel is clicked, the number of students, employees or non-students/non-employees should only reflect those in the group whose costs will be included on your TA AND do not have their own TA.
  2. List the names and A-numbers of other travelers in your group in the comments section of the TA.  The comments from a TA do not always carry over to a Travel Reimbursement (TR).  Please re-enter the needed information in the comments when submitting a TR.
  3. If all expenses will be paid by one individual in the traveling group, a TA is not required for others who have no expenses.
  4. If you are a student traveling in a group, the address of where you are staying is required on the TR you submit or the Group TA submitted in your behalf.


Travel Options

Travel Authorization - travel options
  1. Select all applicable fields. (if you will be seeking personal reimbursement for any of these listed, they will need to be selected).
  2. Selecting a field will require you to fill out additional information, such as airlines, hotel names, and the costs associated with each.
    1. Note: if you have not purchased anything from the travel options but plan to, select them anyways and give an estimate of what each item will cost.
    2. You will need to select a Payment Method option in the drop-down menu. If you have used a department p-card for purchases, select University Paid. If you are planning to pay for purchases and be reimbursed later, select Personal.

 

Meals

If you have been traveling for less than 12 hours, individual meal reimbursement is NOT ALLOWED.  Only Meals & Entertainment for a group is allowed under policy for a travel period under 12 hours.

Actual Costs (applicable to both Domestic and International Travel-see International per diem rates.)

Reimbursement for meals based on actual costs must be supported by an itemized receipt. If reimbursement for actual costs for any given meal is requested, then ALL meals for THAT TRIP must be reimbursed at actual costs. Alcohol is only allowed in Meals & Entertainment situations.

 

Individual Meals – select either ‘Actual’ or ‘Per Diem’

  1. Per Diem – a fixed amount for domestic meals is provided at the top. This option does not require you to save receipts.
    1. Reimbursement for meals is determined by travel days and non-travel days.
    2. The maximum number of meals to be reimbursed for travel days is two (2).
    3. Only collect per diem for meals not provided by the conference/event you are attending.
    4. If you are covered under someone else’s TA, do not claim per diem if the TA holder is seeking reimbursement for shared meals. If they are not seeking reimbursement in your behalf, you may seek per diem on your own TA if the trip is more than 12 hours in length.
  2. Actual – list an estimated cost of food for your trip.
    1. If you are seeking reimbursement for meals, submit your itemized receipt in the TR form after your trip.
    2. Only food items will be reimbursed in the meal section. If you are seeking reimbursement for trip-related supplies, include these costs in the ‘Other’ section.
Travel Authorization - meals

 

Mileage for Personal Vehicle – If you are driving a personal vehicle to your destination, you can request a mileage reimbursement by entering trip information in the following fields:
Travel Authorization - personal vehicle mileage

 

 

Important Notes on Mileage:

  1. Include Google Map screenshots of your start and end locations, and include all stops along the way. Your starting location will be USU.
  2. We will check your miles for accuracy. If we don’t know what additional stops you made, we will ask you to reduce your miles.
  3. For mileage reimbursement on an Open TA, you can keep track of your mileage using the template found on USU’s travel site (USU Mileage Log Template)
  4. If you are using a department or motorpool vehicle, you cannot claim mileage reimbursement!

Funding

List the index number under Funding. This is the index that is covering costs for the trip.

The account code should be 750300 (In State Travel), 751300 (Out of State Travel), or  752500 (Int’l Travel Overseas).

Under Comments, give a detailed description of where you are traveling and what for. Be sure to include travel start and end dates, as well as how you are getting to each location. The more detail you can give in this section, the better!

 

TRAVEL REIMBURSEMENTS TIPS

A Travel Reimbursement (TR) is submitted in ServiceNow to document trip expenses that are to be reimbursed to a traveler. Requests for reimbursements should be submitted no later than 60 days after the travel has occurred. In order to submit a TR, your original TA needs to be approved first.

Access this form by going to ServiceNow > Travel > New Travel Reimbursement and enter your TA number.

Upload all receipts in PDF format. These receipts should all be right side up and it is best practice to combine ALL receipts in one PDF document.  This can expedite the approval process and help you receive your reimbursement sooner! 

Other Important Information:

  • Attach any receipts you may have for the trip in your TA before submitting (flight reservation including price, hotel confirmations, etc.)
  • We have two department vehicles available for faculty, staff, and students use. Please reach out to Jessie Larsen (larsen@usu.edu) if you’d like to reserve one.
  • If traveling internationally, you are required to register your trip information here: https://www.usu.edu/risk/international-travel/isos_travel_registration
  • SOS Insurance provides security and medical evacuation services, and a variety of online health, safety, and security resources. If you are traveling internationally, you will need to factor the cost of SOS insurance into your overall budget.
  • Additional resources can be found here: https://www.usu.edu/travel/
  • PLEASE Archive your TA once you have submitted all needed Travel Reimbursements so your encumbered TA cost estimates can be released, and needed year end processes can be easily completed.