For graduate students who are looking to travel to conferences, collaborators, etc. we have compiled a step by step guide to help you through the process. The best practices for booking travel are listed below followed by tips from Kim Webb, our office manager, on how to make the process easiest for you!
Step 1) Have a plan to travel somewhere.
Whether it’s a conference, summer school, or meeting with a collaborator the first step in booking travel is to have a place to travel to. Once you know where you are traveling and its purpose you should start preparing for completing a travel application by considering the following:
- Transportation: How will you be getting to and from your destination? Airfare must be booked through Anthony Travel, so if you are flying be sure to allow yourself plenty of time to iron out the details through them. Driving is reimbursed from mileage, so if you are traveling far the most cost efficient way is to fly by a large margin.
- Lodging: Where will you be staying? Lodging can be booked through Concur or Airbnb. The policy for reimbursement on an Airbnb is very strict, so booking through Concur is often the safest option
- Registration Fees: How much does it cost to go to the conference you are attending
Once these things have been considered, you are ready for your next step!
Step 2) Talk with your advisor.
Before submitting your travel request you should talk with your advisor about how much money they have available for your travel. If they have minimal funding for your trip, you should seek financial assistance from other sources (e.g. GSO or GSG travel grants).
Step 3) Figure out what account your travel will be majority paid out from.
When filling out a travel request form in Concur you must list an account that the travel will be paid from. In order for the university to approve the travel they will check to be sure there is money in the account. If funding is coming from multiple sources, you should list the account that the majority of the travel will be paid from and in the additional comments section list that you have secured funding from an additional account to cover the cost of travel. Account information can be given either from your advisor or from Kim Webb in the front office. If your travel is being paid from the GSO travel grant account you must visit Kim before filling out your Concur travel request.
Step 4) Fill out your request for travel in Concur.
Prior to spending any money on your travel you must get a travel request approved on Concur. I need to talk to Kim again to complete this section in detail
Step 5) Paying for your travel.
Once your travel request has been approved you can begin paying for your trip. You will not be reimbursed for any of these expenses until AFTER your travel is complete. This section will take the most time, since sometimes you have to contact Anthony Travel directly to get bookings secured. Here are the main considerations for travel and how you can pay for them:
- Airfare: Airfare can be booked with the University “Air card” when booking through Anthony Travel. This allows for you not to have to put airfare, generally one of the larger expenses, on your personal card. A few notes regarding booking airfare:
- All airfare must be booked through Anthony Travel in Concur. If you find a cheaper flight through an airline, you can reach out directly to Anthony Travel and they will book that flight for you on their end. (Maybe you can still book through the aircard I need to talk to Kim to be sure)
- Car Travel: If you are traveling with a car you no longer need to keep gas receipts, since it is reimbursed based on mileage.
- You will need to record images of your odometer prior to travel and following travel to get reimbursed for car travel.
- Lodging: Lodging is one of the expenses you must pay for out of pocket. You should book lodging through Concur. Again, if you find a cheaper option for a hotel (for example if the conference has a block of rooms for a discount price) you can reach out to Anthony Travel directly to get that booking approved.
- Registration Fees: Registration fees can be paid for on the department PCard following approval of your travel request on Concur. This allows you to not have to pay for conference fees from your own personal card.
- Per Diem: Once you are at your destination food and drink are reimbursed based on a Per Diem rate from the university. You do not need to keep receipts for expenses covered under the Per Diem.
If additional expenses such as booking a rental car need to be inquired about, visit Kim Webb for additional information on how to book these services.
Step 6) Applying for your refund
Your refund can be submitted following the completion of your travel. Again, you cannot receive reimbursement for any of your expenses prior to travel, so you should take full advantage of the Air Card and PCard when possible.