The Catholic University of America
 

Step-by-Step Instructions for Traveler

Step 1

Who

Traveler

When

Five weeks before first day of travel if advance is needed

Three week before first day of travel if no advance is needed

What

Send travel form(s), found here: http://treasurer.cua.edu/forms.cfm, to CUA PI

  • Travel authorization form

  • Travel advance agreement (if requesting an advance)

  • Vendor application (if not a CUA employee and a first time traveler)

Step 2

Who

PI

When

As soon as possible

What

Review travel request

  • Ensure travel is appropriate for the grant

  • Ensure there is sufficient funds in the travel line of the grant  

Step 3

Who

Traveler

When

Four weeks before first day of travel if advance is needed

Two week before first day of travel if no advance is needed

What

Submit travel form(s), approved by PI to Dept. Contact:

  • Name:

           Email:

           Phone Number:

Step 4

Who

Traveler

When

During Travel

What

Collect all receipts and track all expenses

Step 5

Who

Traveler

When

Within fifteen days after travel has ended

What

Send travel expense report, found here: http://treasurer.cua.edu/forms.cfm, to CUA PI

Step 6

Who

PI

When

As soon as possible

What

Review travel expense report

  • Ensure all expenses are appropriate for the grant

  • If the traveler spent more than originally approved either inform the traveler they can not be reimbursed for those unapproved expenses or approve the amount and notify the Dept. of the approved increase

Step 7

Who

Traveler

When

After PI approves travel expense report

What

Submit travel expense report and all receipts to the CUA PI

 

 

Helpful Hints

  • Per diem

    • Make sure you check the local per diem rate

    • Include a print out of the per diem page as a receipt for your per diem rate  

    • Travel days (usually first and last day of travel) are 75% of the per diem rate

  • Receipts

    • All receipts must be original which for digital receipts just mean a print out

  • Flights

    • You must fly an american airline per U.S. law UNLESS there are no direct flights to or from your destination

  • You can’t be reimbursed for;

    • Alcohol

    • Upgraded seats on flights, trains or upgraded hotel rooms

    • Personal expenses or personal parts of business trips