Travel
All travel by RES employees must be approved by the Deputy Director and/or Executive Director before any travel arrangements are made.
Before you travel
Travel Card
- You will need to obtain a travel card and you should start this process as soon as possible.Ìý
- Once you fill out the application for a travel card, please route toÌýRebecca FellÌýfor approval in DocuSign.Ìý
- Follow the steps on the bottom of the form to submit.
- Your travel card should be used for registration fees, hotel, parking, and transportation.
Resource:ÌýÌýÌý
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Book the Trip
- Airfare and rental carsÌýshould be reserved throughÌýorÌý. Have your SpeedType available when you are booking.
- LodgingÌýshould be booked throughÌýorÌý. If you are attending a conference, follow conference instructions for hotel rates and bookings.
- Someone else booking for you? Identify that individual as yourÌý.
Resources:
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During your trip
- Use per diem for your meals.ÌýDO NOT use your travel card to pay for your meals.
- Pay for personal expenses with personal funds.
- Keep itemized receipts for all official function meals.
- Alcohol is not a reimbursable expense.
- Keep itemized receipts for other charges if over $75.
- e-Receipt is available for some lodging and rental car bookings through Concur. Paper receipts are not required if the vendor supplies an e-Receipt.
When you return
- You will need to create an expense report.
- Remember to create an itinerary at the beginning of the report.
- Claim your per diem in the itinerary part of the expense report.Ìý
- DO NOT claim meals that have been provided by the conference.
- If you miss a meal that was provided as part of the conference registration you will not be compensated.Ìý We cannot pay twice for a meal.
- Double check your approval flow and allocate your expenses to our SpeedType.ÌýIf you do not know our SpeedType, please contactÌýDaniel GreenbergÌýfor this information.
Resource:Ìý
