Steps in the Travel Process

Travel Process Steps

Step 1: Decide There is a Need to Travel

Actions Involved

• Decides there is a need to travel
• Determines where and when the travel will occur
• Brings into consideration an approximate cost

Roles Involved

This step is done by the traveler.

Step 2: Obtain Pre-Approval for Travel

Actions Involved

• Often the travel requires pre-approval
  • Does the supervisor support the business purpose?
  • Is there funding?

Roles Involved

This step is done by the traveler, working with the appropriate authority to authorize the trip.

Step 3: Make the Travel Plans

Actions Involved

• Reserves flight, hotel, rental car
• Figures out logistics of itinerary
• Takes care of pre-trip details:
  • Registered for UC Travel Insurance coverage?
  • Has valid personal credit card or UC Corporate Travel Card?
  • Has sufficient cash? Know how to exchange for foreign currency?
  • Has valid photo ID, passport, visa?
  • Knows options for ground transportation?
  • Has contact information for parties at destination?

Roles Involved

This step is done by the traveler themselves, or working with a arranger in their department.

Step 4: Conduct the Travel

Actions Involved

• Departs for travel
• Conducts business away from headquarters
• Returns from travel

Roles Involved

This step is done by the traveler.

Step 5: Gather Documentation

Actions Involved

• Recognizes the need to report expenses and get reimbursed for anything that was paid for out-of-pocket
  • Gathers documentation that supports the business purpose and explains any unusual or special circumstances
  • Collects receipts
  • Reviews the trip log, diary, and calendar to help recall where money was spent

Roles Involved

This step is done by the traveler.

Step 6: Report Expenses

Actions Involved

• Enters information into a form so that details are recorded and a request for reimbursement can be submitted
• Fills out the CSS form or alternative departmental process:
  • Accounts for all of the expenses – transportation, lodging, meals, miscellaneous
  • Provides a business purpose for the trip
  • Explains any extraordinary expenses and gives a business-related justification

Roles Involved

This step is done by the traveler themselves, or working with a preparer in their department.

Step 7: Certify Expenses are Accurate

Actions Involved

• Signs the form to certify expenses are accurate

Roles Involved

This step is done by the traveler.

Step 8: Review and Approve the Expenses

Actions Involved

• Reviews and approves the expense details
• Signs the form to indicate approval:
  • Evaluates for policy compliance
  • Agrees that expenses are charged to a valid funding source
  • Follows-up with traveler on any questionable expenses or activities

Roles Involved

This step is performed by various roles depending upon who has been delegated the authority based on:

Funding Source:

• Contract/Grant funds:
  • Research Administrator
• Departmental funds:
  • Department Head
  • Manager
  • CAO

Circumstance:

• Approval Authority for Exceptional Travel (Policy and Regulations Governing Travel)

The approver may not directly or indirectly report to the traveler.

Step 9: Process the Reimbursement Expenses

Actions Involved

• Processes the reimbursement transaction for final review and payment

Roles Involved

This step is done by Accounts Payable.