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Travel

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Boise State University Travel Page

Travel Authorization

All travelers are required to submit a Travel Authorization Form. Travel Authorization (TA) is a tool used to pre-authorize employee travel and related expenses outside a 100-mile radius of an official work station. Your TA MUST INCLUDE AN ITINERARY. Please describe the purpose of the travel succinctly with an adequate details.

Travel Authorization Form

No Cost Travel still requires a TA to be submitted. In this case, when entering expenses, choose ‘Paid by Third Party’.

If you are unsure on how to submit a Travel Authorization Form, reference the Boise State University Travel Page above.

Travel Authorization Approvers (in order)

  1. First Approver: Daniel (Kent) Scott
  2. Second Approver: Your Supervisor
  3. Third Approver: Lisa Paxton
  4. Last Approver: Marcy Harmer

Domestic Travel

Steps:

  • Submit a travel authorization (TA) and wait for approval.
  • Once TA is approved, book airfare using a Pcard or request help from geosadmin@boisestate.edu
  • If Geosciences travel arranger is booking flight, send screenshots of specific flights and carrier. Provide name as it appears on drivers license/passport, date of birth (DOB), cell phone number for airlines to send text messages. Include funding account information.
  • Reserve hotel or AirBnB for lodging. If Geosciences is reserving the room, send specific room information. Include funding account information.
  • Read the Lodging policy from the Office of General Council.

*Accounts payable recommends using a Pcard for most charges to reduce processing time of expense reports.

International Travel

  • Export Control Program (Self-Paced Training): All international travelers are required to complete Export Control training before departure.
  • Special Considerations for Boise State Equipment and High-Risk Destinations: If you are taking a university-owned laptop or traveling to a high-risk location, additional approvals may be required. Lead time for processing can vary depending on the destination and nature of the travel. Please refer to the International Travel page for specific guidance.
  • Liability Insurance Requirement: International travel requires liability insurance coverage. To schedule insurance, submit the appropriate form and visit the Risk Management and Insurance page for details.

Student Travel

Student Travel Clery Act Form This form is to be completed for all university-related travel that includes students for purposes such as athletics, academics, clubs/organizations etc.

Field Trip Form Every student participating in a university sponsored trip must read and sign this consent form prior to departure or the beginning of the event.

Student Travel Authorization Form (Non-Employee Students) For non employee students, only fill this out if you are NOT employed by the University. PhD students funded by a grant rather than the University’s money.

Vehicle Use

There are several different types of vehicle uses for travelers shown in table.

Use TypeLinkForm Description
Personal VehicleMileage LogUse this form to keep track of monthly mileage for reimbursement. Not required for a single trip. Only a Google map screenshot for single trip is required.
Enterprise Rental CarEnterprise Website1. Navigate to the Enterprise Rental car site by selecting URL to the left.
2. Complete the information on the screen.
3. Enter the Geo Sciences account number 47id012 into corporate account number box.
4. The Billing number 18129722
5. This account is associated with Ashley’s Pcard.
Geosciences Department VehiclesSee Geoscience admin office for more detailsThe department has vehicles that are used for field work: T-111 is the 2008 Ford F250, T-112 is the 1998 E350 Ford Ecoline Van, T-99 is the 2021 Ford F350 Super Duty Cab
They are parked either in the back dirt lots of South Commuter or the Albatros Warehouse (off campus)
Boise State Motor Pool VehiclesUniversity Vehicle ServicesMotor pool has vehicles that are available to use by filling out this form

Useful References

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