USI » Business Office » Travel

Travel Regulations

Authorization

In-State
The Travel Authorization is initiated by the traveler and is used by the University to authorize trips. Approval should be obtained before the date of departure to ensure travel reimbursement and insurance coverage.

Required travel includes the traveler's supervisor and responsible financial manager's signatures.

The Travel Authorization is to include all information requested. If certain information is not applicable, it should be so noted.

Out-of State
The Travel Authorization for out-of state travel needs to be submitted a minimum of three weeks in advance and be approved by the responsible vice-president.

Out-of-Country
The Travel Authorization for out-of-country travel needs to be submitted a minimum of three weeks in advance and be approved by the responsible vice-president and president.

Local
A Travel Authorization is not required for local travel. Local travel is defined as no overnight and within:

Vanderburgh, Warrick, and Posey counties for the support staff.
And a 50-mile radius which includes Kentucky and Illinois for the faculty and administrative personnel.

Seminars/Conferences
A person traveling on University business may request prepayment of a registration fee associated with attendance at a conference. A Payment Request with appropriate support document should be submitted in conjunction with the Travel Authorization.

A registration fee will be processed after an approved Travel Authorization has been submitted and is on file (only exception is local travel). A copy of the registration agenda is required.

If a registration fee is paid directly by the traveler, proof of payment and a copy of the registration form will be needed to process reimbursement. A COPY OF THE AGENDA WILL STILL BE REQUIRED.

Field Trip
Faculty-sponsored field trips should be planned and organized with special care. Each dean is responsible for ensuring the University that the faculty member has completed details such as a Travel Authorization form, notification of student absences from other classes, etcetera.

A copy of the approved Travel Authorization needs to be on file in the office of Risk Management and Safety prior to departing on any trip in order for the students to be covered by University insurance. Since the office of Travel Services receives all approved travel authorizations, Travel Services will email a copy of the approved form to the office of Risk Management and Safety on behalf of the travelers.

Check with the office of Risk Management and Safety for a specific list of insurance coverage.

Blanket
An employee whose position requires travel, such as an admission counselor, athletic coach or department head, no longer needs to process a Travel Authorization for such trips. An employee who travels as part of his or her job responsibilities needs only to notify the appropriate supervisor of the travel dates and business purpose of the trip.

Upon completion of the trip, the traveler should submit a travel claim for the business travel expenses and follow all reimbursement requirements. The Travel Reimbursement Request must include the business purpose of the trip and the appropriate supervisor's signature on the financial manager line. If the claimant is the financial manager, then a supervisor's signature is still required, as obtaining it approves the business purpose of the trip.

In the following situations, travel policy remains unchanged and will continue to require an approved Travel Authorization be processed:

1. Professional development travel, such as conferences, workshops, seminars, training sessions, etc. Most conferences require a fee to attend. If there is no fee or one has been waived, the purpose remains as professional development and therefore would still require an approved Travel Authorization.

2. Out-of-state travel. Coaches and admission counselors are exempt from this requirement. Other exemptions may be approved at the discretion of the responsible vice-president.

3. International travel.

4. Field trip travel or student travel, including local trips. This information is necessary for the office of Risk Management and Safety, and to ensure field trip insurance coverage where applicable.

5. Any business trip that does not fall within an employee's job function or the above categories.

updated 1/9/2008 4:10:44 PM

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