1. Travel Process
and Procedures

2. Purpose of the Travel Process and Procedures
To know where, when, and how our students and employees are traveling to better fulfill our Duty of Care obligations.
All airfare through Travel Office
Incident response
To ensure travel is within policy and budget.
Consolidate spend across the university
Gather information so managers can make educated decisions
To work closely with the Travel Office and other areas of Stewardship across campus.
Provide expert service
To assist with reconciliation of expenses.
Best practices

3. Travel Office
The Travel Office is the only department authorized to execute contracts for University travel.
Benefits of booking travel with us.
Free Insurance coverage when we book your flights
Accidental travel insurance (AD&D)
Emergency evacuations
Help book you’re departments travel needs, credit card authorizations, provide assistance, direction and support if something goes wrong so you can get on your way, I Travel specialist when booking on I Travel, save time, coordinate visa’s, attend planning meetings, help understand and be compliant with the University travel policies, profile updates with membership – earn points.
Higher volume means lower prices and better discounts.  

4. Travel Office Driver’s License
2005 Real ID Act – establishes minimum security standards
Idaho has been extended until Oct. 10th, 2018
Michigan, Louisiana, New York, Rhode Island, Puerto Rico, U.S. Virgin Islands, American Samoa, Northern Mariana Islands are still under review and have a grace period until Jan. 22nd, 2018 
Rental Car Policy
National/Enterprise and Hertz, car insurance, one way rental
Personal car liability/risk

5. Travel Request

6. Travel Request Types Travel Request Admin/Staff Faculty
Overnight Student Travel
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7. Admin/Staff Requests Travel Request
Submit a Travel Application request online. This will route directly to your supervisor.
Once your supervisor has approved the request, it will route to Travel Administration.
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8. Approved by Travel Administrator
Travel Request
Faculty Requests
Approved by Travel Administrator
International Requests are sent to our Security Advisor in Provo for recommendations.
If the total estimated expenses are over $1500, the request is sent to the Faculty Development Office for Approval (Sid Palmer)
Submit a Travel Application online – this will route directly to your supervisor.
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9. Overnight Student Travel
Overnight Student Travel Request Process
Submit a Travel Application online (TA)
Fill out an Overnight Student Authorization form and send it to the Department Chair and Dean for approval
Deliver the signed Overnight Student Travel Request to Leesa Allen
Send the Final Participant list and itinerary to Leesa in Travel Administration at least 3 business days prior to travel.
Final approval documents are sent out to various areas of stewardship around campus.

10. Overnight Student Travel
Travel Application
Student Travel requires you to complete the Overnight Student Travel Authorization form. You may submit your TA, however it will not be approved until the signed authorization form is received.
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11. Overnight Student Travel
Revised Overnight Student Travel Request Form
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12. Overnight Student Travel
Participant List
Please remember to include the trip/tour director and all other employees, chaperones, spouses, and children on this form.
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13. Overnight Student Travel
Itinerary
Requirements:
Hotel
Time Leaving
How the group will be getting to the airport/destination
Trip Details
Time Returning
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14. Reconcile TA

15. My supervisor approved my TA – why hasn’t it been approved?
I found a lower fare, can I go ahead and purchase it?
Why does my name have to match my government issued ID?
BYU-I Travel vs. the Travel Office – when to use which option?
Can I pick up my supervisor’s cash advance?
What if I do not have all my receipts for reconciliation?
Who do I contact regarding guest travel?

18. Travel Forms and Policies

19. When to Call
Call us anytime you have any questions or need assistance with any part of this process!!!
TA Requests/Policy Questions: Leesa Allen (x1974)
Travel/Booking/Estimates: Jeorgette Requiron (x2340)
Trisha Cole (x2342)
Nikki Virgin (x2345)
I Travel Specialist (x2343)
one city, domestic, individual travel
TA Reconciliation: Dawn Shirley (x1997)