Travel Freeze

Travel Freeze Guidelines, Expenditures in FY2009:

All travel including all fund types scheduled after December 1, 2008 must be carefully considered and approved at the unit dean/vice president level. State appropriation funded and international travel will require additional review and approval at the President/Provost and Executive Vice President level.*

Every effort must be made to save costs on all travel, regardless of the funding stream. Travel essential to maintaining donor/alumni/legislative relations or that has high potential to cultivate new revenue sources are examples of travel that may be approved. A monthly report of travel approved at the unit dean/vice president level will be requested by the President/Provost and Executive Vice President’s office (see attached template).

International Travel:
All international travel is to be suspended immediately. Requests for exceptions, including grant funded international, need to be processed through the unit dean/vice president with final review and approval by the President/Provost and Executive Vice President.

State Appropriation Funded Travel:
All state appropriation funded travel is suspended including travel that was authorized and arranged prior to December 1. Exceptions to the travel freeze need to be approved at the unit dean/vice president level and forwarded for review and approval to the President/Provost and Executive Vice President for final approval.

Grant and Contract Funded Travel:
Some externally funded grants and contracts require out of state or international travel in order to comply with the signed grant or contract deliverables. Thus, such grant funded travel may be deemed essential. For grant funded domestic travel, the unit dean/vice president is responsible for approving the request. These travel exemptions will be forwarded to President/Provost and Executive Vice President in a monthly report International travel exceptions must follow the international travel guidelines above.

All Other Fund Types:
Travel on all other fund types will be carefully considered and approved at the unit dean/vice president level. Approved travel will be forwarded to the President/Provost and Executive Vice President in the monthly report.

Travel connected with University business, but with no up-front costs to the UI, requires prior review and approval at the unit dean/vice president level. Approved travel needs to be included in the monthly report forwarded to the President/Provost and Executive Vice President. 

TRAVEL FREEZE EXEMPTION REPORT

Domestic travel using state funds, as well as all international travel, requires a request for an exemption from the Provost/President prior to the travel event. Requests need to be approved at the unit dean/vice president level and include the information listed below, items 1-8. Send travel exception requests to the Provost Office, Campus Zip 3152, email: travelrequests@uidaho.edu.  

The unit dean/vice president is requested to submit a periodic report of all travel approved. The report should include travel that requires President/Provost and Executive Vice President final approval (state-funded and international) as well as travel funded by other sources. The reports are due the last working day of each month; sent to: travelrequests@uidaho.edu.

The report categories requested are:

1. Traveler Name

2. Employee classification (faculty, exempt, administrator, staff, student)

3. Department and College/Unit

4. Dates of Travel

5. Destination

6. Funding source (e.g. grant, state) and budget number

7. Estimated Cost

8. Justification (e.g. grant required, donor relations, etc.)

Travel exemption reports and state-funded/international travel approved by the President/Provost and Executive Vice President will be forwarded directly to the Travel Services Office to aid processing time.

*All requests and reports will be processed through the Provost office via electronic submission to the email: travelrequests@uidaho.edu