When you are planning to travel, see Brian for instructions and a Request for Travel form at least two weeks before you travel. Any time you travel on University business (whether or not you will be reimbursed) you must file the proper paperwork before you leave. Providing Request for Travel forms, before you travel, is a requirement to be covered by Workman’s Compensation and/or MSU insurance, should you have an accident or the need to file a claim while away from MSU.
Complete the Request for Travel form. See Brian for blank forms and instructions. Make your own travel arrangements (airfare, rental car, hotel, etc.). Bring a copy of your itinerary with dates (including departure and arrival times), hotel reservations, and all other anticipated expenses to Brian. You may request a travel advance for meals and other expenses.
All airfares must be purchased using an MSU credit Card. If the sponsor does not have an MSU credit card, see Sherry to use the department credit card. This is a State of Montana policy. Airfare purchased on a personal credit card may not be reimbursed.
You will receive, in your mailbox, the completed form In-State or Out-of-State Travel Request and Justification. Review the information carefully and either sign and return the form or notify Brian of any errors. If you request a travel advance, the check should arrive 7-10 days prior to your departure date.
During your travel, save receipts for hotels, taxis, and parking. Keep track of any small cash expenses such as buses. As soon as you return, bring in all receipts associated with the trip. Boarding passes, passenger receipt, or ticket stubs are mandatory for all airline travel. It provides proof that you actually took the trip. If the travel was for a conference or workshop, a copy of your name badge or registration receipt is required to show you actually attended.
5. A summary sheet of all expenses for the trip – Travel Expense Voucher – will be completed. You will need to review the form to verify all expenses are included for the correct amount. If correct, sign and return. You will receive a check for expenses you paid, less the travel advance (if any).
