Business Support Services

Travel

FAQ's regarding Travel

Payment Services in the University Controller’s office. Travel Audit and Compliance staff audits submissions for compliance with current University policies and procedures and processes payments to employees and University guests incurring travel expenses on USF Business travel.

Do I always need a travel authorization when traveling on University business?

Yes, a travel authorization is always required in advance of all travel.

Does BSS offer help with travel arrangements?

Yes, we can assist you by making reservations and prepaying, when appropriate, on our University credit cards.

How quickly must I submit travel receipts to BSS?

University policy requires all travel reimbursement requests to submitted by BSS within 30 days of the last date of travel. Please try to get receipts turned in as quickly as possible after your return. Delays in submitting receipts can significantly delay reimbursement.

How far in advance must I submit a travel request?

Travel requests should be submitted as early as possible. Travel authorizations often take several days to be fully approved.

Are reimbursements issued by BSS?

No, BSS completes the necessary paperwork for the reimbursement and submits the paperwork to the Travel Audit and Compliance Office. The Travel Audit and Compliance office is part of Payment Services in the University Controller’s office. Travel Audit and Compliance staff audits submissions for compliance with current University policies and procedures and processes payments to employees and University guests incurring travel expenses on USF Business travel.

Can I use any airline, aggregator, etc. to make my travel arrangements if I choose to do so without the assistance of BSS?

Yes, but University policy does require you obtain comparable flight cost data (screen shots of comparable flights with other carries that match the traveler's itinerary) if the total airfare exceeds $500 for North America (includes Puerto Rico and US Virgin Islands) and $1,250 for international flights (excludes Canada, Mexico, Puerto Rico, and US Virgin Islands). A travel compliance form is required to be completed for flights that exceed these thresholds. The travel compliance form can be found here: USF Travel Compliance Form

Does University policy require that I choose the least expensive flight?

No, Florida Statues requires that you choose the most efficient and economical means of travel (considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required).

Where can I find more information?

a. Travel Audit and Compliance Office Website
b. USF Travel Manual
c. Florida Statute 112.061

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