University business travel must be approved by the department head or an authorized delegate. To obtain approval, please complete the appropriate Pre-Approval Travel Form and return it to the person named at the bottom of the form. There are different forms for faculty/staff and students.

Employees are responsible for making sure their arrangements meet travel standards and their reimbursement claims are accurate. For additional information, please see the OBFS website.

If federal funds* are going to be used for foreign travel, a U.S. air carrier must be used.

There is a 60 day rule during which the travel reimbursement needs to be processed. After 60 days, taxes will be assessed. Please have them in for reimbursement within 30 days of the end of your travel.

For reimbursement, please complete the information on the Travel Reimbursement Worksheet. Return the completed form to Margie Link.

Attach the following documentation to your Travel Reimbursement Worksheet:

• Original receipts Receipts need to indicate payment method. If payment method (VISA, MC, cash, etc.) is not indicated, a copy of your credit card statement or a copy of the cancelled check will be needed.
• Conference Hotel Include a copy of the page that lists the names of the conference hotel/hotels.
• Per Diem To request per diem, a copy of the conference itinerary needs to accompany the voucher.
• Car Rental If a car rental is needed for University business, do not accept the Optional Loss Damage Waiver unless you are renting a car in a foreign country while on University business. For in-country travel, when the U of I ID number is used, the optional Loss Damage Waiver is included in the negotiated program with National Car Rental. (Other agencies do not include this waiver and it is not reimbursable.) This charge is not reimbursable as a travel expense except when renting a car in a foreign country while on University business.
• Presentation If you made a presentation at the conference, please include a page showing your presentation. For students attending a conference who did not make a presentation, please include an email from your faculty advisor explaining why you attended the conference.

*For travel charged to Federal grants/contracts, the travel must be related to the sponsored research and there must be funds budgeted to cover the costs incurred.