Travel FAQ’s

No. Virtual conferences and trainings do not require travel and therefore do not require a travel authorization. Reimbursement for registration fees for virtual events are processed through a voucher or pcard (non-grants), not through the Travel Center.

Travel reimbursements can be updated as long as no approvals have taken place. If approvals exist, the next approver needs to deny the request to restart the approval workflow. This will allow the traveler or initiator to make any necessary changes.

Passport fees are not exclusive to any project and are not allowable as a direct charge. Short-term, travel visa costs (as opposed to longer-term, immigration visas) are generally allowable expenses that may be proposed as a direct cost. Since short-term visas are issued for a specific period and purpose, they can be clearly identified as directly connected to work performed on a federal award. Using federal project funds to pay for student visas and any immigrant visas is unallowable.

Penalties and charges resulting from the cancellation or change of travel reservations (including airline or hotel reservations and conference registration) shall be the department’s obligation if the employee’s travel has been authorized and the cancellation or change is made at the direction of and/or for the convenience of the department. When the cancellation or change is made for the personal benefit of the employee, it shall be the employee’s obligation to pay the penalties and charges. However, in the event of accidents, serious illness or death within the employee’s immediate family, or other critical circumstances beyond the control of the employee, the department may pay the penalties and charges.

Changes or cancellations resulting in a refund or a lesser charge are to be returned/deposited into the department project and account from which the expense was originally charged

Meal and housekeeping tips incurred by the traveler are included in the subsistence allowances.

Lodging – Housekeeping tips are included in the daily subsistence allowance and as such are not reimbursed separately.

Tips for handling baggage at common carrier terminals and tips for the handling of baggage when arriving at or departing from the place of lodging can be claimed separately and must be itemized under the “Other Expense” section of the travel reimbursement form.

Reimbursable gratuity or tips must be considered reasonable for items that are not already covered under subsistence. Excessive tips will not be reimbursed. A reasonable tip would be one that a prudent person would give if traveling or conducting personal business and expending personal funds.