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Employee Travel

Travel with USI Funding

Travel with No USI Funding

  1. Request a TCard
  2. Prepare your trip info (e.g., event documentation, estimates, funding sources, Academic Affairs Travel Request & Class Coverage Form)
    • Note: Contact your Chair, Dean, or Director/Supervisor regarding your area's internal approval processes for business trips 
  3. Submit a Pre-Approval (PA) in Chrome River
    • Note: A PA is needed to use your TCard and/or to request reimbursement for eligible business trip expenses
    • Note: A PA should be entered at least one to two weeks (more is better) before the trip departure date
  4. Book Travel
  5. Submit an Expense Report (ER) in Chrome River within:
    • Two (2) weeks of using your TCard
      • Why? To reconcile the TCard transactions incurred prior to travel (e.g., airfare, registration)
    • Two (2) weeks of the trip end date
      • Why? To reconcile TCard transactions incurred in travel status and/or to request reimbursement of eligible business trip expenses (e.g., Bag fees, Lodging, Per Diem, Mileage, etc.)

Are you not receiving/requesting money from USI for your trip?

  • You do not need to enter a Pre-Approval in Chrome River.
  • You should email your Chair, Dean, or Director/Supervisor to document the business trip for workman's comp purposes.

Employee Travel Canceled?

Employee Travel Changed?

Email Travel.USI@usi.edu to let Travel Procurement know your trip has been canceled.

Additional Steps:

  • Made a travel purchase? Cancel the purchase and, when possible, request a refund.
  • Made a lodging arrangement? Cancel it promptly to avoid penalties and obtain a cancelation number from the hotel.

Email Travel.USI@usi.edu to let Travel Procurement know your trip has changes (e.g., changes in trip start/end dates).