Travel

The Business Office will need a proper Business Purpose (see below)

Reimbursements will be processed via Emburse (see below)

Submit reimbursement requests promptly - any request over 60 days old (including time for Business Office to process) will be taxed

Forms - Send to Psych-travel@mx.uillinois.edu

• Travel Reimbursement Form
• Non-travel Reimbursement Form

When you submit a purchasing portal request, you must give a detailed business purpose to justify the expense, in a minimum of 100 characters. Following are guidelines to keep in mind when entering your business purpose:

• Describe the purpose of the expense and state the facts by using action verbs that describe the activity and include how the expense benefits the University. Merely re-stating WHAT is being purchased, instead of describing WHY and HOW it benefits the University, is inadequate.
• Never enter acronyms in the business justification field.
• Remember, the purpose must be clear enough to satisfy fiscal officers and auditors who may have little or no knowledge of your field.
• When grant funds are being used for an expense, information will need to be included in the business purpose about how the purchase benefits that specific grant.
• A business purpose should answer the who, what, when, where, and why of the expense.

NOTE: The system is engaged in the business of research and education, so describing the expense in that context is appropriate.

For more detailed explanation of University requirements regarding Business Purposes

Emburse - Sign in with University ID/Password

Contact Psych Travel to request access if you haven't used Emburse previously

Emburse Enterprise "Getting Started" - for questions or problems contact Psych Travel

Assigning Delegates  - delegate instructions (formerly called proxies)

• Lodging can be purchased by Business Office before travel - schedule a time to book travel
• Folio (receipt) must have traveler's name and payment method
• Incidentals and food cannot be charged to the room
• Lodging must be most economical option - exceptions for official conference hotels
  • Traveler must provide documentation that hotel is an official conference hotel (e.g. webpage screenshot from conference)

• If two University employees are splitting a room, book through the Business Office
  • Inform the Business Office of all accounts being used to cover the cost
• The following must be on the hotel folio (receipt) to be reimbursed:
  • Name of person receiving reimbursement
  • Payment method (e.g. xxxxxx1234 Visa)
  • Exact amount being reimbursed
• NOTE: The Business Office cannot split the charges for reimbursements.  You are responsible for making arrangements if one person pays the total

• Rental brokers are allowed as long as they don't exceed the maximum lodging rate (see Business Office)
• Receipt MUST have the name of the person seeking reimbursement, payment method, and amount being reimbursed
  • See "Splitting a room"
• Charges for damages/cleaning cannot be reimbursed
• All other Lodging policies still apply

• Flights can be one day prior to one day after the conference/event
  • Flights outside that timeframe must include a comparison flight (see below)
• Flights must be the most economical route - no going off track for sightseeing!
  • Flights to other destinations for personal time must include comparison flight (see below)
• Flights can be purchased by the Business Office if there is no personal travel.  Reimbursements for flights paid out of pocket cannot be reimbursed until after travel.
• Avoid purchasing airfare through an online agency that is not a university contracted vendor as the system has no recourse for unauthorized charges or fees. Fees that cannot be explained will not be reimbursed.
• Please note, most economical does not mean cheapest when purchasing airfare. Most Basic Economy airfares are not recommended as they cannot be changed or exchanged.
• Allowable flight classes:
  • American – Basic Economy (not recommended), Main, Main Plus, Main Cabin Flexible, Main Select 
  • United – Basic Economy (not recommended), Economy, Economy Plus
  • Delta – Main Basic (not recommended), Main Classic, Main Extra
  • Southwest – Basic (advance changes allowed), Choice, Choice Preferred

If a flight doesn't fit policy (see above), the traveler will need to submit a comparison flight that aligns with policy.  The traveler will then be reimbursed the lesser of the two.  Screenshots are acceptable.

Jamie is attending a conference from 5/14-5/20.  Normally, the flights should be 5/13 at earliest and 5/21 at latest, but Jamie wants to fly out on 5/11 based on their schedule.  They can book the 5/11 flight personally, but to be reimbursed they need to submit proof of the cost of the 5/11 trip AND the cost of a 5/13 ticket, which should be priced when they book the actual ticket.  They will receive the amount for the cheaper ticket.

Dawn is traveling to Seattle for a conference, but she plans on visiting family in California after since she'll be on the West Coast.  Dawn will need to submit her flight to California AND the cost of returning directly to Champaign the same day.  She will receive the amount for the cheaper ticket.

Business Meals are meals from a restaurant including university employees and/or a university guest who are meeting to discuss official university business.

• The Business Office will need the following information:
  • The business purpose of the meal
  • An itemized receipt showing the payment method
  • The number of attendees and their affiliations (e.g. 1 UIUC faculty member, 3 UIUC students, 2 non-UIUC faculty)
  • If alcohol was served
• Alcohol may be purchased for attendees 21+ and does not need separated on the check, but it will count towards the per-person maximum

Per diem is calculated based on time traveled and provided meals.  The Business Office needs:

• Start Date and time (closest 30 minutes - e.g. 10:30 am)
• End Date and time (closest 30 minutes - e.g. 9:30 pm)
• Any meals covered by conference/other (e.g. 2/15 lunch and dinner, 2/16 breakfast)

Individual meal receipts are not needed.

International Per Diem also includes transportation such as public transit and rideshares.

Faculty/researchers/staff/students: use this online form for international travel approval LAS International Travel Request

The University of Illinois Urbana-Champaign has revised the International Travel Safety Policy (CAM HR-39). The revised policy introduces new requirements and guidelines for university-related international travel.

Campus Required Checklist for all travel abroad

International Insurance: All university employees and all undergraduate and graduate Students participating in University-Related International Travel must enroll in the University-Approved International Insurance. Enroll in travel for students, faculty, and staff.

• The University of Illinois System pays the premiums for Faculty and Staff. Undergraduate and graduate Student travel is the responsibility of the student. Units will pay the premium fee for travel conducted in the course of assistantship responsibility. PI's, faculty, and mentors may have funding that they'd like to use to cover student insurance fees. View student travel insurance fees.

Questions about International Insurance, enrollment assistance, high-risk activities, and related questions may be directed to International Safety and Security at safetyabroad@illinois.edu.

Export Control Policy

The University reimburses mileage based on distance traveled.  The Business Office will need a Starting and Ending Address to calculate the reimbursement.

• Driving should be the most economical mode of travel
  • Flights/other forms of transit will be priced out and the lesser expense reimbursed
• No gas receipts needed

Personal Vehicles Policy

Rideshares used for business travel can be reimbursed.  Travel should be strictly for University business.  Receipts with payment method will need to be submitted to the Business Office.  The Business Office will also need to know the start and end of each trip (e.g. Hotel to Airport).

• Acceptable rideshare uses:
  • Transport between lodging and airport/station for a conference
  • Transport from lodging to conference if not staying at conference hotel
  • Transport to a Business Meal if University business is conducted at meal
• Unacceptable rideshare uses:
  • Transport to restaurants for generic meals (these costs are factored into per diem)
  • Transport for personal use (e.g. shopping, sightseeing, personal time)