Last updated August 24, 2005
A. General. The University of Idaho is held accountable for the administration of all travel funds in accordance with state regulations and whatever internal policies the University may establish to ensure proper use of such funds. Accordingly, grant and contract fund expenditures are subject to the same regulations as expenditures from state general funds, except where specifically noted. In addition, individual colleges or departments within the University of Idaho may elect to adopt more stringent policies in complying with the University's travel rules and regulations. Generally, these methods apply to approval procedures and reimbursement requirements.
A-1. Travel Management Services. The mission of Travel Management Services (TMS) is to provide efficient and cost effective travel processes. Responsibilities include auditing claims according to the APM and State policies, processing all travel documents, and administering the university corporate credit card program. All inquires relating to travel procedures and policies should be directed to TMS at (208) 885-3940.
A-2. University Paid Travel. Travel at UI expense (including travel for which the expense to UI is limited to regular compensation of the person traveling) must be made in connection with university affairs. There is no restriction on travel by UI personnel at their own expense on their own time, including time on official leave with pay.
A-3. Travel Approval for Employees and/or Students. Travel by employees on UI business or by students traveling for official UI purposes (e.g., athletic events, musical performances, academic field trips) must be approved in advance by the appropriate department administrator or the administrator's designee. Students driving personal vehicles on academic field trips must provide documentation of liability coverage if other students will be traveling with them to the field trip location. [See Sample Form]
A-4. Combining Official Travel with Personal Leave. An employee may be permitted to take a period of leave, with or without pay, while on a trip authorized for official business. When submitting the expense claim after completing such travel, the employee should document the date and time of the beginning and the ending of the included period of leave.
A-5. Regent Meeting Travel. The regents have authorized reimbursement of travel expenses to attend regent's meetings for the president, the provost, the vice presidents, one representative of the faculty, and the ASUI president. Reimbursement of expenses for attendance at regent's meetings by other UI personnel must be authorized in advance by the president of the board. For travel expenses to be reimbursed from funds administered by the regents, the travel must be: (a) properly authorized in advance; (b) essential to the fulfillment of UI's mission, functions, and objectives; (c) performed in the manner most advantageous and economical for UI; and (d) reported on the appropriated claim form and approved by the employee's departmental administrator and dean or equivalent administrator.
A-6. Reimbursement of Travel Expenses. For travel expenses to be reimbursed from funds administered by the regents, the travel must be: (a) properly authorized in advance; (b) essential to the fulfillment of UI’s mission, functions and objectives; (c) performed in the manner most advantageous and economical for UI; and (d) reported on the appropriate claim form and approved by the employee’s departmental administrator and dean or equivalent administrator.
B. Process. UI Travel (Trip) Approval. The president has delegated the authority to approve travel for which expenses are to be reimbursed in part or in full by UI to the employee's dean or equivalent administrator.
B-1. Appropriate Form for Approval. Approval for travel is requested by the submission of a Travel Authorization Request form [See Travel Management, U of I Travel Website ]or other applicable form, such as a memorandum with appropriate authorizing signatures.
B-2. Travel Requests Without Reimbursement. Authorization for travel not involving travel funds may be granted at the department level by filing a memorandum in the departmental office. This provision applies to all travel by UI personnel in line of duty -- either when it involves UI expense that is not designated travel or when there is no UI expense involved. Such approval will allow employees to be covered under UI liability insurance and industrial-accident insurance. [Note: If an employee's duties require repeated travel of this type, blanket approval may be given by means of a memorandum describing the frequency, purpose, and destinations of such travel.]
B-3. Liability Exclusion. Employees traveling during regular duty hours but who are not on approved UI business are not covered by UI liability insurance or industrial-accident insurance.
C. Sample Registration of Personal Vehicle. [See Sample Form]