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Student Travel

The student and whichever faculty member is funding the trip must complete the ESE Student Pre-Authorization Travel Form and provide the form to you. The form should be completely filled out and signed by both the student and the faculty member.

The form will determine how we process the travel. Make sure to keep a copy of the form on file.

Student Benefit: GradStar

If the trip is primarily for the student’s benefit, any money we give them is considered financial aid and must be processed through GradStar.

Because this is financial aid, we cannot use the pcard for their registrations or abstract submissions.

For meals, we will be using per diem. No meal receipts will be required.

Before the trip

We can process a payment based on their estimated expenses.

Collect the Pre-authorization form. It should include name, PID, expense estimate and chartfields. Provide the form and any additional information to Pedro Monzon.

If they have already paid some expenses, I recommend collecting those receipts now. Remind the students that they must provide receipts after the trip.

After the trip

Within 30 days of their return, the students must provide receipts. Calculate their total expenses. Provide the name, PID, total, and chartfields to Pedro. If they have already received money, Pedro will need to adjust that payment. If they have not, he will create a new one.

University Benefit: Web Travel

If the student is only requesting airfare or reimbursement: see Web Travel.

If the student requests an advance:

Advance

Advances are for students only, and can only be issued for meals, lodging, and occasionally visas for international travel. They are not required, but some students may need them.

Requesting an advance

The University is no longer using Web Travel to issue travel advances.

Please submit a help ticket to the Concur Support Desk. The ticket should include the following information:

  • Traveler’s name
  • Traveler’s PID
  • Department ID which the trip will be charged to
  • Employee who will act as the traveler’s delegate in Concur (if you plan to help the student create the request and report)
  • Employee who will act as the traveler’s travel assistant (if different than delegate)

The Concur Support Desk will create access for the traveler in Concur, including the ability to request a travel cash advance.

The traveler will follow the processes in Concur for this trip, including:

  • submitting a travel request
  • booking airfare via Concur Travel (or the agents at World Travel, Inc.)
  • and submitting an expense report.

Upon completion of the final expense report for the trip, the traveler’s profile in Concur will be deactivated and they will continue to use Web Travel for future trips.

See Concur webpage for manuals. The process for requesting an advance begins on page 48 of the Step-by-Step Manual.

Resources

Grad School’s guidelines for determining the travel’s primary beneficiary