Travel Planning Guide: Before You Depart
University business travel requires considerable planning to ensure the best experience during the trip and after when reconciling expenses. Be sure to check with your unit to determine the requirements necessary to initiate your travel arrangements (e.g. specific approval requirements, university procurement options, etc.).
Travel Policy
The college/vice presidential area is responsible for exercising its discretion in determining that travel expenses are reasonable and appropriate. To ensure efficiency and fiscal responsibility, be sure to refer to the university’s Travel Policy prior to departure and before expending university/personal funds for travel related expenses.
Pre-Departure Checklist
- Initiate spend authorization (SA#) – this must be approved before travel expenses are purchased and before departure
- Review the university’s Travel Policy
- Purchase airfare in advance with university's contracted agency (must have APPROVED spend authorization)
- Reserve ground transportation (e.g. rental car)
- Reserve hotel
- Check airline baggage/boarding rules
- Check travel advisories for destination
- Check with unit/department IT for loaner laps policies (INTL travel)
- Check Export Control requirements
- Obtain appropriate immunizations
- Acquire applicable travel identification (e.g. passport/visa)
- Confirm necessary insurance coverage (e.g. medical)
- Arrange financial methods for purchasing travel expenses
- Check your flight status before departure
- Share itinerary and other travel details with unit/family/friend
NOTE: The items reference above are a general list and may not be inclusive of all items necessary for travel to your business destination. Consult your airline, travel agency, host or other travel resources to ensure all basic requirements are covered.
What to Take With You
Identification
Take only the identification information that you will need (e.g. driver’s license, passport, visa, etc). To determine what identification is required for the travel destination, contact the airline, travel agency or appropriate government agency.
Financial Resources
Bring multiple forms of money, including traveler’s checks, ATM cards, credit cards, and cash. Do not rely on a single means of accessing funds.
Emergency Contact List
Take a list of emergency contacts, including family members, physicians, and university supervisors.
Medical Insurance Card
Carry your insurance card and important medical information about any significant health issues in the event of an emergency.
Baggage and Equipment
Limit baggage and equipment to the basics needed for the trip. Contact Export Control for more information when traveling abroad.
NOTE: The Travel Planning Guide is a general resource and may not be inclusive of all considerations necessary for planning your business travel. Consult your Service Center, Fiscal Office or other university-related travel resources to ensure all policies and basic requirements are considered.