Request for University-related Travel
The University requires specific information on the purpose of travel. For conferences, include the conference name (the full name, no acronyms) and what you will be doing there (presenting, etc). For research travel, include details on where the research will be taking place and the name of the project or a short description of it.
For insurance purposes, the form must be on file before you leave on University-related travel. Even if there is no expense to the department, you need to complete the form before your trip.
Travel Arrangements
Individuals make their own travel arrangements. You can book your flight through Christopherson Business Travel, Delta Airlines or Southwest Airlines, the University's preferred travel suppliers. Faculty and P&As who have TCards should those, otherwise, use your personal credit card. PCards should not be used for travel-related expenses.
You can find more information about these preferred suppliers on the University Travel website.
University Policies
All travel must be in compliance with the Traveling on University Business policy, regardless of the funding source. Travelers are responsible for ensuring that travel expenses are:
- for valid University business-related purposes;
- in accordance with University policies and procedures;
- in accordance with sponsored regulations;
- a prudent use of public and University funds.
Travelers are also expected to choose the least costly method of transportation that meets the traveler's scheduling and business needs.
International Travel Policies
The University requires all people travelling abroad on University-related business (including research) to register their travel. In addition, graduate students have some additional steps they must do.
Information for faculty and staff, including a link to the registry form, may be found on the "Registering for International Travel (Faculty and Staff)" page in the University's Policy Library.
Graduate students must:
- Register their travel through the International Travel Registry for Students. You will be asked to supply a 24/7 emergency contact at the University. This is usually your advisor. Before you submit the form, be sure to ask the person you want to designate if they are willing to do this.
- As part of the international travel registration, you will also need University-approved, mandatory international travel, health, and security insurance (cost is $30/month or $8/week).
- Complete a research and waiver.
- Complete an online health and safety orientation.
Students traveling to countries under a U.S. Department of State's travel warning, must obtain approval from the University’s International Travel Risk Assessment and Advisory Committee (ITRAAC) before departure. NOTE: Applicants are encouraged to apply early as the committee review process commonly takes 6 to 8 weeks. The committee will not consider applications completed less than 2 weeks prior to planned departure.