Register Trip now has option for Group Travel

Effective July 1, 2016, “Group Travel” is a new category of university trips.

If your department is sending 10 or more people on the same identical itinerary, then it is considered an instance of “Group Travel.”  These instances, which are relatively rare, should be registered as one trip with one travel number:

NOTE: Airlines require, when 10 or more seats are purchased, that our agents use group booking procedures.  Our agents are able to negotiate beneficial pricing and conditions for a Group Reservation.

Departments will be charged fees based upon the size of the group. Please refer to the  table below, which is also posted on the Schedule Of Allowable Rates.

Travel Services – Fee Schedule:

Red text represents new fees, effective July 1, 2016.  Black text refers to fees that have been traditionally charged to departments when using our services.

Travel Service Fees – Effective July 1, 2016
Audit Fee (Per Travel #) Individual Group 10-25 Travelers Group 26-50 Travelers Group 51-99 Travelers Group 100+ Travelers
In State Driving $8.00 $10.00 $12.00 $14.00 $15.00
Domestic Trip $12.00 $20.00 $22.00 $24.00 $25.00
International Trip $20.00 $25.00 $30.00 $40.00 $50.00
Airfare Service Fees (Per Traveler)
Domestic Air Ticket – Non Refundable $17.00 $15.00 $12.00 $10.00
Domestic Air Ticket – Refundable $30.00 $30.00 $30.00 $30.00 $30.00
International Air Ticket – Refundable OR Non Refundable $30.00 $30.00 $30.00 $30.00 $30.00
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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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