Speed Travel Payments with Accurate Submissions

Travel & Reimbursement Services is currently experiencing a high volume of Travel Reimbursement requests, and we are working diligently to process them as quickly as possible.  Please make sure to follow the guidelines below in order to help speed up the overall processing time.

NOTE: If an incomplete request is submitted and/or the guidelines are not followed, Travel & Reimbursement Services may send it back to the requestor. We want to be sure that all accurate submissions receive our best service. 

Guidelines for Travel Reimbursement Request packet:

  • NO StaplesAttach the pages of the packet using an alligator clip or paper clip.
  • ORIGINAL receipts are required for employees.
  • Tape down all receipts and include with the reimbursement packet.
  • Mileage rate changed to $0.535/mile January 1, 2017. Attach mileage logs for reimbursements that have dates and mileage total.
  • Foreign currency conversion: Foreign trips REQUIRE conversion documents attached to the reimbursement – we recommend using Oanda.
  • Conference brochures are REQUIREDThey must include:
    • Name of conference or meeting
    • Dates of conference or meeting
    • Location of conference or meeting
    • All meals provided as part of the cost of registration
  • Salt Lake International Airport Parking reimbursement guidelines
    • If the trip is under 24 hours, the traveler may park in short-term parking.  The current rate is $32/day.
    • The traveler can park in short-term parking when required and documented up to 4 days with department approval.
    • If the trip is over 24 hours, the traveler needs to park in long-term parking.  Traveler will be reimbursed $9/day

Airport parking rates:

0-24 Hours – $32/day; One day max*

24+ Hours – $9/day

*When required and documented, additional Short Term Parking may be used up to a maximum of four days.

*The additional Short Term Parking fee, i.e. in excess of one day, may not be charged to State Appropriated Funds or Grant and Contract Funds. Travel will update allowable parking reimbursement amounts as costs change, for more information; refer to Salt Lake International Airport.

For an added reference, here is a printable guidelines document.

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Travel Server Outage: Please Plan Ahead – Friday June 9

We are upgrading the Travel System server beginning Friday, June 9 at 12:00 noon, through Sunday, June 11.

Please plan ahead for this outage by taking care of your travel needs prior to the upgrade, the following functions are among those that will be unavailable during the outage:

  • Creating Travel Numbers (Register Trip) 
  • Airfare/Car/Hotel reservation requests (Steps 1, 2 and 3)
  • Creating Cash Advance, Hotel, Conference, and Wire payments
  • Preparing Early and Final Reimbursements

We appreciate your cooperation with this effort.  Please let us know if this outage causes significant problems within your area.  If you have concerns, please email the Travel Manager, Darrin Robertson at darrin.robertson@admin.utah.edu.

 

 

 

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Help Speed Travel Reimbursements – Requirements

Travel & Reimbursement Services is currently experiencing a high volume of travel reimbursement requests, and we are working diligently to process them as quickly as possible.  This post contains guidelines that will help to speed overall processing time.

If we receive an incomplete request and these items are not done, Travel & Reimbursement Services may send it back to the requestor. 

Complete reimbursement packets adhere to these guidelines:

  • Attach the pages of the packet using an alligator clip or paper clip – NO Staples.
  • ORIGINAL receipts are required, whenever possible – please tape all receipts on one side of paper, and include with the reimbursement packet.
  • NO double-sided printing – please print on one side of the paper only – our scanner can only scan single-sided packets.
  • Mileage rate changed to $0.535/mile January 1, 2017. Please attach mileage logs for reimbursements that have dates and mileage total.
  • Foreign trips REQUIRE conversion documents attached to the reimbursement – we recommend using Oanda.
  • Conference brochures are REQUIRED. They must include:
    • Name of conference or meeting
    • Dates of conference or meeting
    • Location of conference or meeting
    • All meals provided as part of the cost of registration

For an added reference, here is a printable guidelines document.

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