Travel FAQ’s
Do I need to submit a travel reimbursement for a virtual event?
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. Request reimbursement for your virtual conference by submitting a Request for Reimbursement form.
Can I update my Travel Reimbursement after it has been submitted?
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.
Are flight change fees or penalties refundable?
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
Are tips an allowable reimbursement?
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.