Travel Planning

Plan Ahead:
Careful Travel planning is important for many reasons:

  • To ensure that the trip goes smoothly and is enjoyable and productive.
  • To ensure that the traveler will be reimbursed to the maximum allowable limits with minimum efforts.
  • To maximize travel dollars available to SFASU and the traveler.

Know Your Department’s Travel Rules

  • Check with your supervisor and/or account manager for any rules or restrictions affecting the approval process or spending limits.
  • Your department may have someone designated to help with the process.

Know the Basics

  • What the University will pay or reimburse.
  • What payment methods are acceptable.
  • What source of funds you will be using for travel reimbursement.
  • The allowable rates at your duty point.
  • What receipts you need to save.

Planning Checklist

  • Submit a Travel Request to the Travel Office with appropriate approvals.
  • Find out if you need to pre-pay the conference registration.
  • Decide on the type of transportation and payment method you will use.
  • Consider using a travel agent to make arrangements.
  • Make hotel reservations, check State Contracted hotels/motels.
  • Arrange ground transportation at your destination.
  • Calculate what additional cash you may need.
  • If traveling out-of-country, read the Foreign Travel information.

Things to Remember

  • Take your University ID; to identify you as a University employee, it may be required for certain discounts.
  • Tax Exemption form
  • Remember to have the hotel split bill the room if lodging is shared.
  • Keep all receipts.
  • Record mileage when traveling in personally owned vehicle. Remember point-to-point mileage!

Pre-payment for Travel Expenses

  • Conference registration fees (Purchase Voucher/Procard)
  • Hotels for group trips(Purchase Voucher)
  • Airfare on an airfare billing form
  • Airfare purchased by traveler well in advance of the trip (Purchase Voucher)
  • Conference rooms (Purchase Voucher)

Contact Information • Lynnette Honea (936) 468-2462 • fax: (936) 468-2207

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