Biology Travel -- Information for travelers for speedy reimbursements
Set up to Be a Traveler
· Fill out your Annual Travel Certification
· Driving Requirements if you want to be reimbursed OR use university vehicles
o Becoming an NAU driver: NAU Transportation page is at https://www4.nau.edu/cas/EXCLUSIONS/TSC/
o Submit your Driver’s License Information to Transportation
o Go to Louie.nau.edu and select
o Self service
o Campus personal information
o Driver’s License
o Take the Defensive Driving Module course on Blackboard Vista (Defensive Driving Module) and print off your grade. Link to it from the NAU Transportation page.
o Submit a copy of your insurance liability card
o To get reimbursed for using your personal vehicle, this is required.
o Keep the card up to date.
o You must also have permission IN WRITING to drive your own car (as part of permission for the trip)
· Authorization
o Get your travel plans authorized in advance by your supervisor. We have a document called Permission to Travel for this purpose. All aspects of your travel must be approved in advance (e.g. using personal car).
o Complete Travel Budget Worksheet.
o Specify funding source.
o Ask questions when you bring these things to Lois!
· Shopping
o Begin looking for the best price for flights if applicable. Print several quotes. Consider baggage and other hidden charges. Traveling on a grant requires a U.S. carrier. NAU’s shopping link http://nau.edu/Comptroller/Travel/Links/
o For conferences: Obtain conference information and make reservations for lodging at or within walking distance of the conference location. Be price conscious. But official conference hotels are fine.
o Make arrangements with Kamala and then with Transportation Services for obtaining an NAU vehicle when applicable https://www4.nau.edu/cas/EXCLUSIONS/TSC/
o Pay for everything yourself. You may not submit receipts for something on someone else’s credit card.
o Get Receipts! http://nau.edu/Comptroller/Travel/Traveler-Tips/
· While you are traveling
o If you are driving your own car, keep track of mileage. This includes the distance from your house to NAU. WRITE IT DOWN.
o Keep track of time. This is important for qualifying for meal/lodging reimbusements e.g. Meeting in Phoenix is at 8 AM. You don’t need to go down the night before and will not be reimbursed for lodging or breakfast, or any meals if it is one day.
o Take the least expensive available public transportation and keep receipts.
o Keep Receipts for everything but meals. Receipts must have itemized list of purchase, amount of purchase, date, and vendor and business purpose. http://nau.edu/Comptroller/Travel/Traveler-Tips/
o Invoices and receipts must be for you ONLY. IF you share a room, ask the hotel to separate the charges. If you take a taxi, take turns paying with someone you are traveling with.
o Receipts are not accepted for food. Meals have a limit, though you can submit less than the limit. Do not use your P-card for food. This is a violation of policy. Special dietary needs must be corroborated by a physician.
o If your travel has limited funds, you may not be completely reimbursed.
o Get a conference brochure. This is required. If you are not able to obtain one, you must find an online link to one for Lois.
o If an invoice might have personal expenses on it, get two invoices printed. e.g. your spouse came with you, so you must get the single rate on the invoice you will be submitting.
o If you buy your ticket from Expedia (or similar service), your receipt/invoice is from Expedia, not the airline or hotel.
· When you Get Back
o You must submit paperwork and receipts to Lois within 5 days. Include: conference brochure, mileage, passenger receipt coupons for air travel, car rental itemized receipts, lodging receipts, incidentals.
o Fill out an Ex. J Worksheet, found on the Biology web page Once you think you’ve filled out every slot possible, send it to Lois electronically.
o Lois will fill out the official form, called an Exhibit J, and send it to you. Print it out, sign it, and have your supervisor sign it.
· Where’s my money? If you did everything correctly and completely…
o EFT or check will be made to traveler. Make sure your address is correct if it is to be a check.
o Ask Lois if you don’t get paid in a timely fashion.