Before Travel

1. A Travel Authorization Form must be completed and approved by an appropriate supervisor for all overnight and out-of-state travel. It must be sent to the Business Office before any travel arrangements are made or any reimbursements given.
   
   
2. Conference registration forms should be completed and sent to Accounts Payable with the Banner requisition number listed on the form. The registration form and check will be mailed by the Business Office unless other arrangements are made. Please allow sufficient processing time to meet deadlines and "early-bird" discounts. A procurement card may also be used for conference registration.
   
   
3. Travel advances are available for up to 75% of the estimated out-of-pocket expenses with a minimum advance of $150. Please check the box on the travel authorization form to request an advance. Please allow enough time for processing. All advances are picked up in the Business Office by the traveler. The only items prepaid are airline tickets and conference registration fees. All other expenses will be paid by the traveler and reimbursed later.
   
   
4. Airline Tickets must be ordered through the Business Office. Please give to Traci Cheney, travel@uvsc.edu, ext. 8965, all pertinent information – times, dates, and discounts offered by the conference. UVSC uses the State Travel Office to obtain state negotiated rates that can be purchased at any time and are fully refundable.
   
   
5. Out-of-state travel via private automobile is reimbursed at the mileage rate multiplied by the miles driven or the lowest available airfare (through the Business Office) plus airport transportation and reasonable parking fees, whichever is less. No additional expenses are reimbursed for travel en route. The College will reimburse only those expenses incurred had the traveler used a commercial airline.
   
   
6. Rental cars, if considered necessary, are to be reserved through the Business Office. UVSC uses the State Travel Office to obtain car rentals. Contracted rates include unlimited miles, liability and collision insurance, and the loss damage waver. There is no charge for underage drivers and an additional driver can be added at no extra charge. Rental cars are available for both in-state and out-of-state travel.
   
   
7. Lodging arrangements are made by the traveler. No hotel deposits are paid by the College. Please use a travel advance as described above or a personal credit card to guarantee the room reservation. Travelers staying with friends or relatives are reimbursed $35 per night - please provide the name, address, and phone number of the person with whom the traveler stayed. An itemized lodging receipt is required for reimbursement - a credit card receipt is not sufficient documentation.
   
   
8. If a traveler has any questions or concerns please ask BEFORE the trip. This will avoid reimbursement problems after travel has been completed.
   
   

During the Trip

1. Mileage is computed from the internet or mileage chart or odometer reading. If travel is to several points in one area, keep track of miles driven and list as AREA travel. Mileage is reimbursed at the allowable rate. The current reimbursement rate is $0.32 per mile.
   
2. Meal allowances are given as follows: breakfast $8, lunch $8, and dinner $16 for a total of $32. In order to receive a full day's allowance, the traveler must leave before 7 a.m. and return after 7 p.m. An overnight stay is required to receive any meal allowance. Meals included in or provided by conference registration fees will not be reimbursed.
   
   
3. Receipts for hotel, taxi, limousine, rental car, registration fee, etc. are required to receive a reimbursement. If there is any question obtain and keep any receipt.
   
   
4. Parking is available at the airport for $6 per day. Discounts are also available at Diamond Parking for $4.50 per day and at Park 'N Jet for $5.50 per day. Travelers must identify themselves as a "State of Utah Employee" to receive this rate and may be required to show valid UVSC ID or business card. For more information, visit the State Travel Office Web site (http://finance.utah.gov/travel/parking.htm)
   
   
5. Shuttle Rates are available at a discount through Express Shuttle. Rates for zip codes between Alpine and Springville car $19 one-way ($10 for each additional person). Travelers should reserve a spot on the shuttle by calling 1-800-397-0773, preferably 24-hours in advance. To receive the contract rate, you must identify yourself as a "State of Utah Employee." It is also important to get a receipt from the shuttle driver to attach to the travel reimbursement form. For additional information and for other locations, visit the State Travel Office Web site (http://finance.utah.gov/travel/parking.htm)

After Travel

1. A completed travel reimbursement form should be sent to the Business Office within 30 days of return. List all expenses eligible for reimbursement with all receipts attached and any advance subtracted out. Both the traveler and the appropriate supervisor must sign.
2. Any reimbursements that need to be made to the College should be deposited with the Cashiers, and the receipt turned into the Travel Office. Do not turn in checks to the Travel Office.

Other Information

1. Travel forms are not on-line. Please order these forms from the warehouse using the stores requisition form FSAREQN in Banner. Travel Authorization Forms are Commodity Code 2870 and Travel Reimbursement Forms are Commodity Code 2875. Pleaseput your Banner Finance INDEX codeon all travel forms.
2. Any questionsshould be directed to Traci Cheney, ext. 8965, e-mail travel@uvsc.eduor visit her inBA013.
3. The full text of the College's travel policy can be accessed through the UVSC Web Page.
4. UVSC Travel Mileage Chart
5. Budget Rental Car Agreement(Word file)