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College of Natural Sciences

Travel Checklist

Third-party rentals (AirBnB, VRBO, etc) are allowable in certain situations, but are NOT RECOMMENDED – Please contact your Dept Admin/FA.

Travelers who book travel plans outside of the basic requirements above may be required to pay the difference out-of-pocket and/or provide comparable business quotes.

Any confirmation or receipt that is paid in a foreign currency, must have supporting currency conversion documentation such as a redacted credit card statement or cash conversion. (cash transactions only)

1. Basic Document Requirements for Travel Request (OPRAH)

1A. Other

  • Event Registration/Invitation (from sponsor/PI)
  • Ground Transportation other than rental car (train, taxi, bus)
  • Private vendors (paid via PayPal, Venmo, other third-party payment types) other than third party are not reimbursable

Who, What, Where, When, Why

  • Economy/Compact (waive all optional fees if in-state – not reimbursable)

  • Economy, no optional add-on’s such as seat selection, trip insurance, etc.

  • Hotel must be the first-choice lodging option
  • At or below daily FAR before taxes and fees (3C)
  • Must be located within a 30-minute commute to your business location
  • Under than 5-star rating

2. Basic Document Requirements for Travel Completions (ORAH)

  • Itemized
  • Name of vendor
  • Method of payment
  • Paid balance
  • Event Registration: Itemized, name of participant, method of payment, paid balance

  • Itemized
  • Name of renter
  • Method of payment
  • Paid balance

  • Itemized
  • Name of traveler
  • Method of payment
  • Paid balance

  • Itemized
  • Name of guest
  • Method of payment
  • Paid balance

3. Document Requirements for Complicated Travel

Complicated travel involves:

  • Mixing business and personal time
  • Foreign currency
    Traveling to multiple business locations
  • Purchasing first-class tickets
  • Booking lodging over the FAR FAR Guidelines
  • Reserving a rental car that is not economy class
  • Driving vs flying
Contact your Department Admin for questions or more information about Complicated Travel

4. Procedures

  • Use the daily FAR (4C) for daily M&IE and lodging limits
  • All basic document requirements must be met (OPRAH) as quoted expenses

  • Use the FAR here (link) for daily M&IE and lodging limits
  • All basic document requirements must be met (OPRAH) either as quoted expenses (not advanceable) or with receipts (advanceable)
  • LODGING CANNOT BE ADVANCED
  • Cash advances without receipts may be allowable for students (4D)

FAR Guidelines

Exceptions for FAR lodging:

  • Hotel is the conference hotel
  • Nothing in the area is at or below the FAR (must include 2 quotes in the same area, no 5-star hotels)
  • Other exceptions may apply based on your circumstances – talk to your Dept Admin/FA

  • Reservation confirmations for lodging are required (itemized, name of traveler, estimated balance due)
  • Approval from the Dean (memo template)*Travelers who book travel plans outside of the basic requirements above may be required to pay the difference out-of-pocket and/or provide comparable business quotes.