Travel Request - Guest Examples
Faculty, Staff, and Students
If you are traveling on behalf of the University, you must obtain pre-approval through a travel request.
Submit your request at least 14 days in advance for domestic travel and 30 days in advance for international travel.
This process ensures all necessary approvals are in place before your trip begins.
Guests Traveling on behalf of the University
If a guest is traveling on behalf of the University, the following guidelines for pre-approval apply:
For domestic travel, a travel request is required unless a signed contract or agreement is already in place.
For international travel, a travel request must always be submitted, regardless of any existing contracts or agreements.
Examples for guest travel
My department has agreed to pay a guest speaker an honorarium plus mileage reimbursement.
A signed contract should exist defining the terms agreed upon. Submit a payment request to pay the guest as a supplier. A travel request is not required.
A candidate or recruit is visiting campus. UNI is paying for all expenses for this guest on a T&H card.
A travel request is required prior to travel, as contracts are rarely in place for these guests
a. Individual travel expenses: Pre-trip and post-trip expenses should be reported in Section B and/or C of the travel request form.
b. Group meals: If the guest participated in a group meal, submit the expense as a hospitality receipt using the Credit Card Transaction Receipt form.
My department is hosting an event and has invited a guest lecturer. There will not be any payment for services provided, but UNI is paying for their travel expenses.
A written agreement should exist defining the terms of the visit. Include this agreement when submitting expenses as follows:
a. If all travel expenses are placed on a T&H card, submit the expense as a hospitality receipt using the Credit Card Transaction Receipt form. A travel request is not required.
b If reimbursable out-of-pocket expenses are expected, a travel request is required to facilitate payment.
A consultant or technician is traveling to campus. UNI agrees to pay an fee plus all travel expenses necessary to bring this guest to campus.
A signed contract should exist defining the terms agreed upon. Submit a payment request to pay the guest as a supplier. A travel request is not required.
A grant participant is traveling to a foreign destination as part of a research project. There will be a combination of T&H card charges and out-of-pocket reimbursements for this guest.
A travel request is required for all international travel regardless of any signed contracts. Pre-trip and post-trip expenses should be reported in Section B and/or C of the travel request form.
For questions, please contact Business Operations at 319-273-2162, Option 3 or email obo-hub@uni.edu |