For questions regarding travel, please reach out to Roni Schrick in Business Services
roni.schrick@utahtech.edu
Ext 4611
It is the responsibility of the traveler to ensure and document that travel:
Take care not to waste University funds or resources by weighing the value of a good or service in relation to the amount of money, time and effort spent.
By approving the report, you are confirming that the travel expenses have a valid business purpose, are economical and not excessive, adhere to Utah Tech’s Travel Policy 223.
All approvers have the responsibility to review travel reports promptly and not unnecessarily delay the travel reporting process.
As supervisor and budget admin that is approving Pre-Approval and Travel Claim, you are essentially signing off on the following:
The budget admin also approves that sufficient funds are available in the index code(s) listed on the the report and it is appropriate to use such funds for this type of travel.
Respective Vice President and President approval is required for international travel to ensure travel to international areas does not put the University at unnecessary risk and that travel has a bona fide business purpose and provides sufficient value for the costs incurred and resources used.
University business that requires travel outside a 100-mile radius of a designated campus location -OR- travel within a 100-mile radius of a designated campus location for more than 16 hours.
Example 1: Same day travel from Utah Tech University to SUU is NOT travel, but considered local travel.
Example 2: Overnight travel from Utah Tech University to Springdale for conference training IS travel.
Example 3: Recruiter working remotely travels around recruiting area visiting high schools. All travel is within a 100-mile radius of designated worksite. NOT travel, but considered local based on worksite location.
All employee travel must be submitted through Emburse (Formerly Chrome River). This includes travel pre-approval and travel expense claims.
Click here to go to Emburse
Click here to review Emburse User Guide
Travel as defined in Policy 223 requires traveler to submit a Travel Pre-Approval before trip occurs, and a Travel Claim to document expenses.
Local travel is business travel within 100-mile radius where you are not away from your designated campus location for more than 16 hours.
Local travel does not require any travel forms to be submitted. Employee is not entitled to per diem when traveling locally.
Personal mileage reimbursement may be requested through Emburse using the Employee Reimbursement Report. Travel mileage should begin and end at your designated campus location (i.e. Utah Tech or remote site address) and should be logged. There is a log feature in Emburse that will calculate mileage based on all travel locations entered.
Vehicle rental for employee’s local travel is not allowed. Contact Facilities about using a fleet vehicle.
Mileage rates are based current IRS standard mileage rates. The current rate is $0.70 per mile.
Travel expense transactions made with a University PCard should be reported and submitted with a Travel Claim within 14 days from when the transactions was made. Travel expenses made personally will be reimbursed after trip occurs.
All travel expenses – PCard and Personal – should be reported on a Travel Claim and submitted within 15 days from return date.
Due to fiscal year end, Travel Claims for trips occurring in May or June must be filed immediately.
Original receipts are required for all trip expenses except personal mileage, meal per diem, and private residence stays. Receipts should itemize charges and include the total amount paid.
Travel Claims will be reviewed and approved by:
*If using multiple index codes for trip, each budget admin will need to approve.
Supervisors and budget admins are responsible for reviewing and approval all reports timely.
Supervisors and budget admins are responsible for ensuring travel was economical and follows travel policy.
Once the Travel Office approves the Travel Claim, any reimbursement due to the traveler will be paid within 2-3 business days.
ALL employee travel must be submitted through Chrome River – Approvals and Reconciliations.
Click on the link above to go to the Chrome River App.
At Utah Tech University, the Travel Office is part of Business Services. For questions about Travel, contact Roni Schrick at extension 4611. She is the Accounts Payable / Travel Supervisor. Before traveling, please review the University’s updated Travel Policy – 223. (Travel, Meals, Entertainment and Relocation Policy 223 and the International Travel Policy 224 have been updated and combined in the new policy.)
A travel authorization (pre-approval) report must be submitted at least 14 days in advance (45 for international travel) in order for your supervisor and budget admin to approve them at least 5 business days (30 for international travel) prior to your trip. This form is used to prepare a budget for your trip, obtain approval to travel, and designate the index code(s) for trip expenses. No purchases related to the trip should be made until travel authorization is fully approved.
Airfare – All air reservations may be made online or through a travel agency. The State of Utah Travel Office is our preferred agency. State Travel will accept a Utah Tech PCard. If you do not have a PCard, please request for State Travel to charge our Travel PCard on file. State Travel will ask for your TA number to book your flight. This number is the last 6 digits of your Report ID found on your Chrome River Pre-Approval Report. To contact the State Travel Office, please email stateofutahtravel@cbtravel.com or call 800-367-3230.
Vehicles – The rules relating to vehicles used for University business trips are rather involved. Please read Policy 223, Section 4.2.5 very carefully. The following are some tips to help you prepare for your trip.
Meals are calculated based on GSA per diem rates by location. The per diem rate includes tips and no receipts are necessary. Partial travel days will be calculated at 75% of GSA per diem rate. PCards cannot be used for individual meals while traveling and will result in a PCard violation. Should you have a business meal while traveling which includes paying for individuals who are not employees at UT, you will need to report that separately and deduct the meal from your per diem for that day. If you are traveling with a UT group and choose to give the group members cash for meals, you will need to complete the Group Travel Meal Receipt form and attach it to your travel expense report.
Travel Advances – Available for student group travel only. If you are traveling with an academic or athletic group of students, you may ask for a travel advance for part of the trip expenses. Please note that we need a minimum of 5 working days to process a travel advance. If you need an advance, please follow the instructions in the Chrome River User Guide.
Pre-Trip Payments – State travel will accept your UT PCard (or personal card) when booking your trip. If you do not have a PCard, ask State Travel to charge the travel card on file. UT’s travel department will assign your transaction to your Chrome River account so that you can include it in your travel report. Please use your personal credit card or a UT PCard to reserve and pay for hotel rooms. Any other pre-trip payments fall under the same guidelines of the purchasing policy.
Approvals – Travel authorizations and travel reports will route to supervisor and budget admin for approval. Supervisors and budget admins are responsible to carefully review all reports. Approvals should be completed as soon as possible. International trips will also be routed to VP and President. See the policy on International Travel for more information on additional approvals and protocols required.
After you return from your trip, complete a travel expense report through Chrome River. This must be done within 15 days of your return. If your trip is late in the fiscal year, please file your report immediately.
If a UT fleet vehicle or UT bus was used, the appropriate amount will be billed to your index code(s) later. There is no need for you to record the amount on the travel expense report. For all other expense types, report actual cost and attach required receipts and documentation.
For private vehicle use, report beginning location (Utah Tech University) and all other business-related travel through the mileage expense tile in Chrome River.
Attach the original itemized hotel folio(s), or enter the amount allowed for alternate lodging accommodations ($20 per night).
To use a meal per diem, simply use the Meals Per Diem Wizard in Chrome River. If you paid for a business meal with a non-employee during your travel, you will need to report that separately and deduct the meal from your per diem for that day.
Original receipts are required for all trip expenses except small gratuities, personal mileage, meal per diem, private residence stays, and miscellaneous expenses under ten dollars.
The travel expense report will route to your supervisor as well as the budget administrator over the index code(s) being charged for your trip before being reviewed at the travel office.
If there was a travel advance for your trip and you did not use all the advance money, your travel expense report will show a negative balance. Print the cover page of your travel report and provide it to the cashiers office with your payment. Once paid, report payment and attach receipt on travel report using the Cash Advance Return tile before submitting your report. Your report should have a $0 balance.
If the University owes you money, it will be deposited into your checking account by the Accounts Payable Department after the approval process is completed.
