Central Financial Services

Travel Procedures

University Business Travel in response to COVID-19:

University related business travel is prohibited until further notice. Please consult with your Dean or Vice Presidents office for approval on any future travel plans. Previously planned travel for which expenses have already been paid must be cancelled following the policy on Cancelled Travel on page 11 of the Travel Manual.

To stay informed on messages from the Travel Department, please visit the Travel & Accounts Payable website's News and Announcements page

To read full details of the current guidance on University related business travel, please visit www.usf.edu/coronavirus.  


USF College of Education Travel Contact: EDU-Travel@usf.edu 

Travel on University business must be authorized in advance. A Travel Authorization Request (TAR) must be submitted and fully approved before initiating any travel arrangements. To begin the process, please follow the instructions listed below in the Pre-Travel Process.

Traveler Responsibilities

  • Review and abide by the USF Travel Manual.
  • Submit all required travel forms at least two weeks prior to first date of travel to EDU-Travel@usf.edu.
  • Retain all original receipts related to your business trip for which you will be seeking reimbursement. Except for meal receipts, please submit all other receipts and necessary documentation to EDU-Travel@usf.edu within five (5) business days of the last date of travel. 
  • Unfunded/Self-funded Travel: Even if USF is not paying the travel expenses for a USF employee conducting USF business, a TAR form must be submitted to EDU-Travel@usf.edu for liability purposes.
  • Under certain conditions, if travel will last beyond 30 continuous workdays to a single location, approval must be obtained from the University President prior to Travel Request. Refer to Preapproval for Travel Over 30 Days for more information

Pre-Travel Process (Travel Authorization Request)

For Faculty and Staff Members

  • Complete the College of Education's Travel Request Form at least two weeks prior to travel and submit to EDU-Travel@usf.edu. We encourage you to submit it at your earliest convenient time to avoid the possible business clarification for the last minute booking of airfare.
  • The travel representative in Central Financial Services (CFS) will review, create and submit your TAR in the Archivum system.
  • Archivum sends an automated email notification to the Traveler and the Travel representative when the TAR is fully approved. If you don’t receive the automated email notification before your trip, please send an email to EDU-Travel@usf.edu

For Doctoral Students

  • Complete the "non-employee traveler information" section of the Non-Employee Profile Creation Request form. Individuals submitted on this form will be added to the USF HR System for the purposes of reimbursement of travel expenses. The form must be returned to the Academic Program Specialist of your home department. 
  • Complete the College of Education's Doctoral Student Acknowledgment of Reimbursement Cap Form and return the form to the Academic Program Specialist of your home department. The Academic Program Specialist will obtain the Required Department Chair Approval Signature.
  • A Non-Employee Profile Creation Request Form and fully signed College of Education Doctoral Student Acknowledgment of Reimbursement Cap Form are submitted by the department's Academic Program Specialist to EDU-Travel@usf.edu at least two weeks prior to travel for processing. USF Travel requires a business clarification for the last minute booking of airfare. 
  • The Travel Representative in Central Financial Services (CFS) completes the Department Information Section of the Non-Employee Profile Creation Request form and submits it to the USF Travel Department for processing. 
  • Once the Non-Employee Profile Creation Request form is processed, CFS creates and submits the TAR in the Archivum system.
  • Archivum sends an automated email notification to the Traveler and CFS when the TAR is fully approved. If you don’t receive the automated email notification approving your travel before your trip, please send an email to EDU-Travel@usf.edu for assistance.

For Employment Candidates

  • The department's Academic Program Specialist who is assigned to the position's search committee communicates with the employment candidate for travel arrangements.
  • The "Non-Employee Traveler Information" section on the Non-Employee Profile Creation Request Form is completed by the Employment Candidate. Individuals included in this form will be added to the USF HR System for the purposes of travel approval and reimbursement of travel expenses. The form must be returned to the department's Academic Program Specialist.
  • The department's Academic Program Specialist sends the Non-Employee Profile Creation Request Form and candidate's information (travel start/end dates, state of residence, gender, cell phone number) to EDU-Travel@usf.edu. The Travel Representative in Central Financial Services (CFS) completes the Department Information Section of the Non-Employee Profile Creation Request Form and submits it to USF Travel Department for processing.
  • Once the Non-Employee Profile Creation Request form is processed, CFS creates and submits the TAR in the Archivum system.
  • Archivum sends an automated email notification to the Traveler and CFS when the TAR is fully approved. If you don’t receive the automated email notification before your trip, please send an email to EDU-Travel@usf.edu 
  • Airfare and hotel are paid with a university PCard (if necessary) prior to traveling. Departments need to send three screenshots that reflect the exact departure, return flights on the departure, and return dates. CFS needs all required information at least two weeks before travel starts. The USF Travel Department will ask for a business explanation if the airfare is booked at the last minute.

Post-Travel Process (Travel Expense Report)

  1. Once travel is complete, the Traveler is required to send all travel receipts, agenda or a schedule-at-a-glance (preferred), proof of presentation (if necessary) and Travel Reimbursement Worksheet to EDU-Travel@usf.edu for processing within five (5) days following the last date of travel.
  2. CFS will create and submit the Travel Expense Report (TER) in Archivum.
    1. Faculty & Staff Members will receive the TER electronically to be signed with DocuSign.
    2. All other travelers will be contacted either DocuSign or via email to sign the TER.
  3. The Travel Representative submits the TER once the signed TER sheet is returned as a PDF file to EDU-Travel@usf.edu.
  4. The USF Travel Department reviews and approves the TER.

Frequently Referenced Travel Notes

Airfare
  • USF will only reimburse baggage costs for two (2) checked bags.
  • USF will only pay for coach/economy non-refundable airfare, NOT first or business class. Business class travel is reimbursable for all segments of trips with at least one segment lasting longer than nine (9) hours.
  • Seat selection fees, cost for seat upgrades, premium seating, upgrades beyond economy and coach and early boarding, travel insurance fees are personal convenience items and are not reimbursable.
Lodging
  • If the nightly hotel cost per person (including taxes and fees) exceeds $250, a justification is required (if conference hotel, then the justification of "conference hotel" can be used).
  • No overnight stay is permitted if destination is within 50 miles of the university.
  • All lodging receipts must be itemized, show a zero balance, show Traveler’s name and include the arrival and departure dates.
  • Unallowable expenses on the hotel bill such as room service, restaurant charges, etc. should be reduced from the claimed amount.
Auto Rental
  • Contract Vendor: Enterprise and National
  • Contract Reference Number: XZ42D09
  • Travelers are required to rent vehicles in the "compact car" class
Meals
  • Meal allowances are only permitted if there is an overnight stay
  • If meal is provided (i.e. at a conference) traveler cannot claim meal allowance for that meal
  • Meal receipts are not necessary.
  • Standard domestic meal allowances are $6 for breakfast, $11 for lunch and $19 for dinner. Foreign meal allowances will be reimbursed at the published Department of State rate for the destination area. 
Mileage
  • A travel authorization is not required for travel reimbursements of mileage only unless the employee is going to a conference or convention.
  • A mileage log is required as part of the submitted documentation.
  • Map mileage print outs are required for all claims over 40 miles round-trip.
  • During regular work days, if a traveler claims miles from residence to a destination, the distance between residence to headquarter need to be reduced. During non-regular workdays, the traveler may claim miles from residence.

Other USF Travel Documents Related To Travel