Travel & Accounts Payable

Travel

TRAVEL OVERVIEW

The Travel Department is part of Payment Services in the University Controller’s office. Travel staff audits submissions for compliance with current university policies and procedures and processes payments to employees and university guests incurring travel expenses for USF business travel. Please refer to the links on these pages for relevant information, important forms and direction regarding the proper submission of requests.

Travel Help Desk


TRAVEL MANUAL AND GUIDELINES

Travel Manual provides the primary rules for USF business travel.

Travel Manual

Travel Airline Class Guide

Travel Checklist

Travel Pocket Guide

Best Practices USF Business Travel


FLORIDA STATUTE 112.061

Florida Statute 1001.706(6)(c) specifies that university employees are public employees for the purposes of travel and are bound by the travel requirements laid forth in F.S. 112.061. Most USF travel requirements are based, either directly or indirectly, on the provisions of 112.061.

Florida Statute 112.061


TRAVEL COORDINATOR

The Travel Coordinator role allows access to travel transactions in Archivum, FAST and travel reports in Power BI.

The Travel Coordinator role is set up to one or multiple GEMS departments, reducing the need to request travel delegate access to each traveler as individuals are hired or leave. A department can have more than one Travel Coordinator.

Travel Coordinator access to Power BI reports helps monitor transactions until fully completed.

Two types of Travel Coordinator access available:

  • Delegate capability – An enhanced Travel Coordinator role that allows users to create, submit, modify, delete, and cancel travel transactions in Archivum.
  • View only – A basic Travel Coordinator role that provides view-only capabilities and will not enable submission, modification or approval of transaction.

Access may be requested by submitting the form available at link below.

FAST Request for Travel Coordinator


HELPFUL LINKS

Out of State Purchases & Hotel Tax

US Dept. of State - Foreign Meal

Appendix B - Foreign Meal Breakdown

OANDA Currency Converter


TRAVEL FORMS

These forms are required for systems access and set up, Expense Report documentation and other processes in Travel.

FAST Access Request for Travel

Non-employee Creation Request

Delegate Assignment Request

Temporary Workflow Reassignment

Preapproval for Travel Over 30 Days

Exception to Required Receipt Form

Cash Advance Excess Funds Repayment


TRAVEL LISTSERV

Travel Listserv is used to announce policy updates and changes to procedures to the USF business travel user community.

Travel Listserv