COVID-19 Travel Information
University Travel Restrictions
Requests for approval of essential University Travel during Phase Two are to be submitted to your Vice President.
Examples of essential travel might include required academic travel, travel for sponsored research projects, travel sponsored by outside entities, or other travel essential to conduct University business. Use of general funds for international travel will not be allowed.
If expenses have been incurred, an employee should first seek a refund from the airline, hotel, conference, car rental agency, etc. If you are unsuccessful in obtaining a refund, out-of-pocket expenses are reimbursable. Follow the normal procedures for reimbursement of out-of-pocket expenses in Concur and include the reason for not traveling in the additional information field (cancellation, chose not to attend, etc.). Non Refundable travel on Sponsored projects are normally allowable. See Research FAQ at https://www.mtu.edu/research/covid-19/ for further details. Airline tickets purchased with University funds that are not refunded, but can be used at a later date (refundable), must be used for University business travel. It is the responsibility of the traveler’s department to ensure that University funds are spent on University business. Sponsored projects cannot be charged for cancelled refundable travel expenses. If refundable travel expenses have already been charged to sponsored projects, the charges must be reallocated to a non-sponsored or IRAD index.
Travel during step two of reopening requires approval from your Vice President. The Travel Approval form can be used to request the necessary approval.
Instructions for approval are included on the Travel Approval form and on the email generated from the submission of the Google form. If signature authorization is wanted, the form can be save as or printed to Adobe pdf and sent as an email attachment for approval.
Information for Approvers
Approvers can find information on how to create a digital signature and how to add a signature to a PDF (without a signature field) here: https://www.mtu.edu/fso/financial/information-systems/documents/approver-how-to.pdf
Travel insurance is an allowable expense for non-sponsored travel. The decision to purchase travel insurance should be based on the terms and conditions of the travel insurance policy as concerns or cancellations due to COVID-19 are most likely not covered.
Individuals traveling or moving for University-related business may be reimbursed for necessary and reasonable expenses incurred.
Concur is now used for employee travel expense reports, international travel requests and travel (cash) advance requests. All Faculty and Staff should submit the following through Concur: Travel Expense Reports, Business Meal Reports, International Travel Requests, Travel Advances and purchasing card allocations. Visit the Concur webpage for more information.
International travel includes any travel on University business outside of the United States, Guam, Puerto Rico, Virgin Islands, American Samoa, Northern Mariana Islands and Canada.
Policies, procedures and instructions for new and active employees moving or house hunting.
Using the University Purchasing Card (P-Card)
Requesting cash advances for spending cash needed during University travel. Travel advances should not be used for reimbursement of expenses incurred prior to travel. These expenses should be charged to a University Purchasing Card or claimed on a Concur Travel &/or Business Meal Expense Report.
Unused travel allowances should be paid back to the University via theNon-Student Payment Portal. Choose the “Travel Repayment” selection and enter all required information (i.e. index, travel start date, and travel destination). The receipt or confirmation email from the payment portal will be needed for upload to Concur to clear the cash advance. For questions regarding repayment of cash advances, please call Accounts Payable-Travel at 487-2373.
Commercial airlines and chartered aircraft
Rental cars, personal vehicles, mileage allowances and pool vehicles
Hotel payments, reimbursements, and private-residence allowances
Travel Allowance (Per Diem) and business meal expenses
Dependent care reimbursement, telephone, and other miscellaneous travel expenses
Conference and seminar registration fees
Procedures for requesting travel expense reimbursements