Payment Tips: Travel Related

Travel Best Practices


Payment TipsGeneral Tips 

  • All forms require a travelers signature, and at least one approval signature
  • Cash advances require an additional VP signature
  • Reimbursement forms require at least the Traveler’s signature as well as the person to whom the Traveler reports
  • All Pre-Payments and Early Reimbursements are optional
    • We recommend airfare be booked by our onsite agents – and it will be billed directly to the department
    • We recommend that conference fees be paid using the PCard when available.
    • Other expenses should be paid by the traveler and reimbursed after the trip is complete, if possible.
  • Original receipts and original signatures are always required
  • When planning a trip with airfare for groups larger than 10, please contact an agent.

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Payment TipsRegister Trip  (Obtain Travel Number)

  • Obtain department approval and gather necessary information about the trip – Duration, Purpose, etc.
  • Domestic trip with airfare – $12 audit fee
  • Driving trip within Utah – $8 audit fee
  • International trip – $20 audit fee
  • Register Trip is the process completed to obtain a Travel Number
  • Employee Travelers MUST have ACCURATE employee ID numbers entered as part of Register Trip
  • To save time, previously used information is listed in various fields – select only if ACCURATE, otherwise, manually update information

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Payment TipsAirfare (On-site Agent Assisted)

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Payment TipsAirfare (Booked Online without Agent)

  • We recommend use of On-site agents to:
    • Maximize airline discounts ONLY available through On-site Agents
    • Ensure compliance to various University and Government regulations
    • Choose refundable and/or upgradable fares, when appropriate
  • NOTE: Airfare purchased independently will be scrutinized for compliance to various guidelines, and may be reimbursed at a lower rate

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Payment TipsHotel Pre-Trip Payment

  • Hotel Pre-Payments generate a check made payable to the hotel, and are only used when the Traveler cannot pay for the stay upon arrival
  • Payments for Local Hotels for Visitors are requested after the Trip; see Visitor Lodging Instructions
  • Traveler’s personal credit card is used to reserve Hotel Stay prior to Hotel Pre-Payment request
  • On-Site travel agents can make Hotel reservations using Step 2 of the 3 Step Reservation Process
  • We recommend Travelers hand carry Hotel Pre-Payments and pay at check-in (Hold check for pick-up)

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Payment TipsConference Pre-Trip Payment

  • Conference fees may be paid using a Purchasing Card.
  • Conference Pre-Payments will generate a check made payable to the conference.
  • Invoice from the Conference or the Conference Registration form is required for a check payment

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Payment TipsForeign Wire Pre-Trip Payment

  • Wire Transfers can only be made to a foreign bank
  • Wire Transfers are completed to pay for Lodging or Conference payments
  • Invoice or Registration form/confirmation number required
  • Must have complete bank payment information

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Payment TipsCash Advance

  • Cash Advance forms require a VP signature and memo explaining the necessity of the advance.
  • Funds are distributed as direct deposit (if the traveler is setup) or cut as a check.
  • The check will be on hold in Accounts Payable
  • Direct deposits should be deposited within 72 hours to traveler’s bank
  • Travel planner will be notified when check is ready

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Payment TipsBuying Airfare for a Business Trip

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Payment TipsEarly Reimbursement

  • Reimburses Traveler ONLY for personally incurred expenses related ONLY to his/her trip, prior to the trip departure date
  • Only those out-of-pocket expenses with an original receipt or proof of payment may be reimbursed

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Payment TipsFinal Reimbursement (Close Travel Number)

  • Reimburses Traveler ONLY for personally incurred expenses related ONLY to his/her trip
  • Only those out-of-pocket expenses with an original receipt or proof of payment may be reimbursed
  • Trips must be closed within 60 days of return, otherwise any pre-paid expenses may be deducted from employee’s pay when not fully substantiated
  • The Final Reimbursement is a summary of the entire trip. Include all expenses, including pre-paid items.

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Estimated time for reimbursement pickup is five business days.