UCIT Travel Procedures
UCIT Travel Procedures
1
2
3
4
5
6
7
8
Administration & Finance policies and procedures related to travel can be found at Travel Expenses
Policy and Prepayment, Mileage and Private Residence Reimbursement . Traveler must familiarize
themselves with these.
Traveler completes a Travel Authorization (Form 0111) available on the UCIT Business Office website
prior to making travel arrangements, and forwards to their manager for approval.
Manager reviews and approves travel request.
 Travelers should remember these things while traveling: Meal expenses will be reimbursed
based upon the total federal per diem rate for the travel location. All food, beverages and tips are
to be factored into the per diem rate. Remember tipping should not exceed 20%.
 Alcohol charged to any University PCard is forbidden; that includes alcohol added to a room
service charge for a meal. It should always be paid for separately
 Original receipts, for allowable expenses charged to the pcard, should be kept with the pcard
statement instead of being submitted with the expense report. However charges to the pcard
must be within the federal per diem rate.
 Detailed original itemized receipts listing each item clearly with the price are required for all
expenses except when not using a pcard for meals.
 UCIT does not reimburse traveler for movies, room service (except food that meets
requirements), valet parking, housekeeping tips.
 Items like Airport parking, Baggage charges, and cab fare will be reimbursed upon return; a
receipt is required for reimbursement.
 It is the travelers responsibility to verify if there were any last minute changes to airline
reservations. The business office is not always notified.
Traveler submits a Travel Arrangement Request Form to the Business Office along with completed
Travel Authorization form and any necessary attachments. The forms are available from the Business
Office website.
The Business Office or your travel designee will process payments utilizing a pcard for airfare, hotel, car
rental, and other permitted expenses prior to the trip as requested in the Travel Arrangements Request
Form that was submitted.
 For prepaid expenses such as conference fees, contact the supplier by phone or mail/email the
appropriate forms along with the necessary pcard information
 Set up the arrangements for fixed expenses with the airline, hotel, car rental company, and any
other prepaid suppliers as requested by the employee’s Travel Arrangements Request Form.
When an urgent problem arises the traveler should contact the UCIT Business Office.
Immediately upon returning from a trip, the traveler or their travel designee completes a Travel Expense
report (form A113) utilizing the supplemental electronic form if desired. The envelope form can be
obtained from the UCIT Business Office and the online form is available on the UCIT Business Office
website. All original receipts and documentation are to be placed inside the form envelope (except for
those for a pcard). The traveler forwards the completed forms and all documentation within 30
calendar days of the conclusion of the trip first to their manager for approval and then immediately to
the business office.
 All allowable travel expenses should be listed , even those that were prepaid or paid with the
pcard. Any prepaid and pcard expenses, should be totalled in the field provided for these and are
deducted from the other total expenses.
 If mileage is being claimed, submit a google / mapquest map indicating total miles.
UCIT Business Office reviews the Travel Expense Report for accuracy and forwards to A/P to process the
reimbursement.
Rev 6/30/2016
1 of 1
document1