Travel
It is important to follow travel policies and procedures to be sure that you will receive your full reimbursement for lab-related travel. On this page, we provide you with the information, forms, and tools related to traveling for lab business.
Before You Leave
Before you make any arrangements for travel, you must set up your Concur User Profile. You should add Katie Kline, Heather Johnson, and Cami Martin as request and expense delegates in your profile so that assistance can be provided if there are any issues with travel arrangements or expense reimbursement.
Next, you should complete a Travel Request (formerly known as a TAR) via either of these two options:
Once your trip has been approved, you should make your necessary travel arrangements:
- Purchase airfare/rail transportation (if needed) via Concur
- Reserve a Fleet Vehicle
- Make all other arrangements directly with each vendor (to be submitted for reimbursement upon your return)
If needed, business office personnel can pre-pay for your conference registration fees and hotel in advance of your trip. Please make arrangements with them after you submit your travel request.
Personally-owned vehicle (POV) forms are no longer required. The inclusion of a POV expense in an approved travel request is considered official approval of the request and expense.
While You Are Away
Be sure to collect copies of all receipts (aside from meals) while you are away.
Save copies of meeting agendas, programs, and name badges for supporting documentation of meeting attendance.
If you need to check your voicemail while away, you can find instructions to do so here.
After You Return
Collect and scan copies of all of your receipts, including Google Map docs for POV miles, meeting agendas/programs, and submit your trip expenses via either of these two options:
WE WILL NOT BE ACCEPTING HARD COPIES OF RECEIPTS -YOU SHOULD SCAN THEM YOURSELF INTO CONCUR WHILE CREATING THE EXPENSE REPORT OR USE THE GOOGLE FORM. HARD COPIES WILL BE RETURNED TO YOU.
Be sure to submit your expense report within 90 days of your travel. Otherwise, it will be reported as income and be taxable per IRS guidelines.
If you have any travel-related questions, please direct them to al-travel@umces.edu. Your message will be delivered to all personnel who can assist with travel.