Tips for Fast Travel Reimbursements

Travel volume increases during the beginning of Summer Semester and Fiscal Year End.  We want to provide a speedy reimbursement process to our campus users, and suggest the following:

  • GFA signatures must be current – make sure the approval signatures can be verified using your GFA approval list.
  • Itemized receiptsare required documentation for all reimbursements expenses.
    • Estimates for hotel and car rental expenses will NOT be accepted.
    • Final receipts are required.
  • The Hotel Expense line should only contain nightly rate and taxes.
    • Hotel Parking should be reported on the “Parking” expense line.
    • Hotel meals should be reported on the “Meal” or “Other” expense line.
    • Hotel Internet or Phone should be reported on the “Internet” or “Other” expense line.
  • Employees CANNOT pay for other employee’s travel expenses without a VP signature.
  • All attached documentation must be printed or taped on one side of paper.
    • Please avoid using staples.

Failure to follow these suggestions may result in a delay of your reimbursement.

If you have any questions, comments, or concerns, please let us know by using our ASK US form.

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Effective July 2016 – New “Group” Travel Fees

As the University of Utah has grown in the past several years, we are more often engaged in Group Travel – which means ten or more persons traveling on the same itinerary.  Many departments are hosting Group Trips for various reasons, and the resources to make Group reservations or to audit the trip receipts is much more work intensive than the work done on Individual travel numbers.

This fee schedule (below) will be implemented effective July 1, 2016 – and will more appropriately recover costs from those who use our Group services.  This fee schedule is published on the Schedule of Allowable Rates – Travel Fees.

Please note that new fees are represented in Red.

Memo from Associate Vice President Jeff West, regarding this implementation.

Please don’t hesitate to Contact Us with any questions or concerns.  We want to hear from you.

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Complementary Emerald Club Membership Available through March 4, 2016

National Car Rental and Enterprise Rent-A-Car are preferred car rental providers for  University of Utah Travel, and they are currently offering University travelers Executive status in their Emerald Club – as long as they enroll by March 4, 2016.

The Emerald Club is designed to make your car rental experience faster and more convenient. You can enjoy special privileges reserved for frequent renters every time you rent a car.

Benefits of the Emerald Club

  • Bypass the counter – As an Emerald Club member, bypass the rental counter and go directly to the Emerald Club AisleTM at more than 50 major airports in the U.S. and Canada.
  • Choose your own car – As an Emerald Club member, don’t waste time looking for your assigned car – just choose any car from the Emerald Club Aisle and be on your way.
  • Speed up returns with an E-Receipt – As an Emerald Club member, there’s no need to wait around for a piece of paper when you return your car. We’ll email you a detailed receipt.

Click here to enroll now!

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