New UCONN Travel Policy and Procedure – FY16

Please note: Individuals who incur travel expenses without written supervisor approval bear the risk that their expenses will not be reimbursed upon return.

Pre-travel:

  • On-line Request for Travel Approval form has been eliminated and replaced with the Travel WebForm.
  • Travelercompletes the Pre-trip section of the Travel WebForm (with or without Promissory Note depending on if requesting a travel advance). If requesting a travel advance, traveler must sign (signature iselectronic).
  • Include a breakdown of expenses in the Pre-Trip Notes section of the Pre-trip form (include airfare, registration, lodging, meals, parking and mileage).
  • Forward travel approval email from manager to Carolyn Chartier.
  • Traveleraccesses theSanditz Booking Toolvia the Booking Agencies tab on the Travel Services website to reserve hotel, rental car and flight. Sanditz may be called directly at 1-877-826-6733. AKFS account number isneeded to make reservations (4308440).
  • Traveler is required to give Sanditz a personal credit card number to book the hotel though it won’t be charged (The University card is used to pay). This is true whether the reservation is made via the Booking Tool or Sanditz is called directly. As previously done, Traveler will be asked for a personal credit card number upon check in at the hotel to cover incidentals.
  • Registration information and/or link must still be sent to Carolyn Chartier to request event registration.

Please note: Travelers who book travel arrangements through Sanditz without prior written approval may be personally responsible for repayment of such charges.

Post-travel:

  • The Travel WebForm Responses tab on the Travel Services website is where all pre-trip forms that you have submitted or have been submitted on your behalf can be accessed.
  • Use the samePre-Trip form you created for your reimbursement details even though you won’t be able to click on Post-Travel. Please do not start a new form.
  • The reimbursement section of the Travel WebForm must be completed and approved by the appropriate managerfor all Travel Reimbursements to be processed. Traveler chooses the manager name from a drop-down list and the form is routed to the manager for an electronic signature.
  • UCPEA award letters are forwarded to Carolyn Chartier.
  • Receipts are required for expenses over $25.00

Please call Carolyn Chartier (6-1415) for assistance.

Detailed instructions on completing the Travel WebForm will be on both the Business Office Travel Services website