Steps to Travel - University of Southern Indiana

Steps for Funded Travel

Request a TCard (if needed)
Gather trip information and funding details
Submit a Pre-Approval (PA) in Emburse, at least 1–2 weeks before travel
Book travel arrangements after PA is fully processed
Reconcile all pre-trip TCard purchases (e.g., airfare, registration) in Emburse within two weeks of card use - do not wait until trip is complete
Travel and retain receipts
Reconcile all TCard purchases incurred in travel status and submit reimbursement requests in Emburse within 2 weeks after travel ends

If you are not using University funds and will not request reimbursement, then a Pre-Approval (PA) is not required.

Notify your Chair, Dean, or Supervisor of your business trip for workers' compensation purposes.

Email Travel Procurement immediately if your trip has been canceled or has had any changes

Additional Steps for Canceled Trips:

Cancel purchases (e.g., airfare, registration) and when possible, request a refund
Cancel all other reservations (e.g., hotel, vehicle rental) and obtain cancelation numbers