ÍÃ×ÓÏÈÉú

ÍÃ×ÓÏÈÉú employees use Workday to assist in tracking and paying for travel-related expenses. All expenses that were paid for with a P-Card, cash advance, or out of pocket are recorded and reconciled in Workday. 

Ways to Pay

There are three ways to pay for travel expenses. Which method you use will depend on the situation.

Access the Travel Portal

P-Card

You should prepay most travel expenses using a P-Card, when attending business away from your home or primary work location. We discourage the use of personal funds to pay for travel. Learn more about using the P-Card. 

Cash Advance

Traveler has to complete a Spend Authorization in Workday and specify amount of cash advance. Reconciliation must be completed once trip/expense is completed. Learn more about requesting Cash Advances.

Reimbursement

If a traveler pays for approved travel costs out of their own pocket, they can request reimbursement through Workday. Review the Travel Policy for details on which types of expenses are reimbursable.

Roles and Responsibilities

University employees seeking to pay for travel hold one of the following roles:

• Travelers attend to University business away from their primary work location. They make appropriate travel purchases using P-Cards, cash advances, and reimbursed funds. Travelers track their travel and related expenses in Workday.
• Delegates can track travel and expenses, reconcile receipts, and submit funding requests in Workday for multiple travelers.
• Approvers review submitted travel requests based on appropriate budgets, charging them to appropriate fund accounts, and then recording all documentation.

P-Card

Travel Policies

Review the Travel Policy for guidelines and restrictions. You must follow this and any applicable departmental or divisional policy.

Workshops

Planning to lead Workshops that involve travel (e.g., study abroad)? Find everything you need
to know about making purchases for your Workshop here!

Student Organization Travel

Student organizations can learn about specific steps they must complete to request cash advances and reimbursements for travel expenses.

ICA Travel with Zelle

The Department of Intercollegiate Athletics may request a cash advance via Zelle for athletic-related travel expenses through Workday.

Resources

Because travel encompasses a wide range of activities, the following resources are available for quick access. For comprehensive information, see the Travel Policy.

• Travel Portal: Options Travel is ÍÃ×ÓÏÈÉú's partner in making travel planning and booking more convenient for departments. Partnering with this group allows us to leverage our travel spending with airlines, car rental companies, and hotels to negotiate lower costs.
• Travel Management Services: Access general information about University travel services.
• : Make currency conversions.
• Per Diem Rates: Details on meal allowance rates, incidental expenses, and travel times.

Please note: To pay for travel costs associated with bringing University guests (e.g., speakers, consultants) to campus, follow hosting rules for meal costs. To pay for lodging and transportation, use either a P-Card (when pre-payment is possible) or reimbursement within Workday (if the guest initially pays for the cost).