Travel Process

Below are the steps employees should use to navigate USI's travel process:

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1. PREPARE FOR THE TRIP

Review the following:

• University Travel Policy

 Your department's internal travel processes

• Student Domestic Travel Policy (if the travel involves students)

Plan travel at least 2 - 5 weeks (or more) in advance to allow for the needed approval time.

Remember to take payment deadlines into consideration, such as an early bird registration fee.

View the Chrome River/Travel Training video, if you have not previously taken the training, and complete the short quiz that follows.

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2. CREATE/SUBMIT A PRE-APPROVAL IN CHROME RIVER

Create and Submit a Pre-Approval* in Chrome River, which is required for all trips (local, in-state, out-of-state, international) when funding support is being provided by or through USI.

*Faculty and Staff Under the Academic Affairs Umbrella:

Before you submit a Pre-Approval in Chrome River, check with your Dean's Office, or the Provost Office, to see if you are required to complete the Academic Affairs Travel Request & Class Coverage Form.

If you are required to complete this request form, after you have received it back with all of the funding information and needed signatures, use the information on it to create and submit your Pre-Approval in Chrome River (this form does not go to Travel Procurement). Make sure to upload the fully processed request form (PDF or JPEG) to your Pre-Approval, in the Attachments section, before submitting it in Chrome River..

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Important Tip

If no funding is being provided by USI for a trip, then a Pre-Approval is not processed; however, employees must follow their department’s internal travel processes with regards to communicating to their manager/supervisor/department chair about their intentions to travel.

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3. BOOK TRAVEL

After a Pre-Approval is fully processed in Chrome River, employees will receive an email notification, from Chrome River, notifying them that their trip has been approved.

• Employees Using a USI Travel Card: Wait until after receiving the Travel Card Open email, from Travel USI, to start making travel related purchases

• Employees Using Personal Funds*: Proceed with making travel related purchases

*Note: Employees who choose not to use the USI TCard will need to seek reimbursement after returning from their trip.

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Important Tip

See the section Travel Booking for additional info on making travel arrangements.

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4. CREATE/SUBMIT AN EXPENSE REPORT

Create and Submit an Expense Report, based on a fully processed Pre-Approval, in Chrome River, to reconcile USI Travel Card (TCard) transactions and to request reimbursement of other travel expenses:

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• For USI TCard purchases made before the trip start date:

Create and Submit an Expense Report within two weeks of the transaction posting to your Chrome River account (this typically occurs within 2-3 business days after the purchase is made). Do not wait until the trip is completed.

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• For USI TCard purchases made during the trip:

Create and Submit an Expense Report after the trip is complete to reconcile the card transactions and/or to claim reimbursement of other travel expenses paid personally, if applicable.

This should be completed within two weeks of the trip end date.

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• For purchases made with personal funds/card:

Create and Submit an Expense Report after the trip is complete for reimbursement review.

This should be completed within two weeks of the trip end date.

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Contact

Travel Procurement

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