The Travel Request form is used for university staff, students, and non-university guests traveling on behalf of the university, to submit requests to obtain approval for business related domestic and international travel.

• For domestic travel, this request must be completed 14-21 days in advance of the trip.

• For international travel, request must be completed 30 days in advance of the trip.

 Public Purpose Statement 

The allocation of university funds, no matter what their source, is required to benefit of the overall UNI community. Cases are subject to review on an individual basis. Travel should meet all three of the following requirements:

• Benefits the university as a whole.

• Directly relates to functions of the university.

• Does not benefit private interest as its primary objective.

Process Flow:

In Service Hub, go to the Business Operations portal and select “Travel Request".

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• Attachment: Include an Attachment (optional). Attachments are optional and may include documents related to the trip.  

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• Business Purpose/Justification: Please detail the reason for the trip and how it relates to University business. Provide as much detail about your trip as you can. 

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• Choose the department traveling:  Select Non-Athletics 

• Travel Type: Select Individual or Group. If Group is selected, an attachment is required (above) with a list of the attendees.

• Who is the travel request for: Select "myself" or "someone else". Once you submit the request, you will have the opportunity to share with others.

• Type of Traveler: Select the type of traveler (this determines the correct spend categories are used)

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• Traveler's Contact Info: Enter the traveler's name & email

  • Add mailing address and phone number for students and non-UNI guests

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• Travel dates: Enter the overall start and end dates of the trip

• Travel Destination: Enter each location with dates that you will be visiting during the trip.

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• Domestic or International Travel: Select "Within the United States" or "Outside the United States"

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• If traveling outside the United States, this section will expand for you to review:

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•  Assistance with travel arrangements

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• If yes, you will be able to select you preferred contact method. We will contact you regarding the details of your travel in order to make booking arrangements.

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• Select whether you will be incurring any expenses on behalf of the university and/or foundation or not.

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• If you will have reportable expenses, you will be required to complete an anticipated budget of your expenses.  If not, this budget will not be required.

• Choose each type of expense you anticipate, please refer to the GSA link to determine your per diem rates for meals.

• You will be able to view a trip total once you receive back a completed spend authorization from the Travel Team, for any immediate inquiries or concerns, please contact us.

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• Is any portion of the trip personal: Select yes or no.

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• If Faculty/Staff was chosen as the type of traveler, you will need to indicate if a cash advance is needed for your trip; if yes, please indicate the amount and include the business justification in the text box.

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• Is the trip funded by IAF (Intercollegiate Academics Fund)? 

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Enter Worktags:

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Grant Payment: Select “Grants” if you are using a Grant for the payment.

1. Choose the active grant from the dropdown.

2. Enter the dollar amount applied to the Grant.

3. If you are splitting the cost, please select “Click for Additional Fund” and enter the next funding source. (You will have the option to enter up to 3 funding sources in the form.  If you have more than 3 funding sources, you will need to enter the first funding source in the form and then attach a spreadsheet with the additional funding sources.)

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   2. All Others: 

1. Choose the appropriate Cost Center, Fund and Functional Classification (required). 

2. Please provide additional information in the appropriate fields (not required but available for your use). 

3. Enter the dollar amount or percentage for this funding source.

4. If you are splitting the cost, please select “Click for Additional Fund” and enter the next funding source. (You will have the option to enter up to 3 funding sources in the form.  If you have more than 3 funding sources, you will need to enter the first funding source in the form and then attach a spreadsheet with the additional funding sources.)

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Additional Information: Please include any additional comments or notes to help arrange your travel. If nothing additional to add, leave blank.

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Pre-travel and Post-travel expense reporting:

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What Happens Next…

After you create a travel request, the OBO Travel team will review your request and follow up with you via your preferred method requested on the form. After confirming all trip details with the traveler, the Travel team will then create a Spend Authorization in UNI Works, this will then be routed for the appropriate approvals.

All spend authorizations for employees are routed first to the employee's manager for approval, then to the cost center manager for the cost center responsible for the funding. Users will be informed of the authorization number on the Service hub ticket so you can track the progress.

A pre-travel and post-travel form will be added to your travel request and will be placed in "scheduled" status until your travel end date.

If anticipated expenses for a trip are $0.00, then a UNI Works $0.01 spend authorization is applied as an encumbrance to the travel advance clearing account (42001 Business Operations) to avoid temporarily encumbering $0.01 to the department's account.