Helpful Tips
- Review Boise State’s travel resource page. This is especially critical when travelling internationally as there are additional steps required.
- It is always recommended to use a Purchase Card for large travel expenses when available.
- Personal cards will need to be used when reimbursement is shared with another entity besides Boise State (most commonly NBRC or AARC).
- It is possible to add personal travel onto work trips
- A cost comparison between flights will need to be provided
- Make sure both the Management Assistant and Business Operations Manager are delegated for expense reimbursements before travel.
Step 1
Get approval from your supervisor for time away from work and expenses.
Pro Tip: Have the agenda for the event saved and ready to go for future steps.
Step 2
Submit SRCS Funding Request Form for approval. Once submitted the Management Assistant or Business Operations Manager will email the request to the supervisor, Divisional Dean, and requestor for approval.
Step 3
Once approved, your travel booker will send you an email asking for travel information. This typically includes where you are travelling to, hotel information, and other travel plans. You will need to provide an agenda for the event in this step.
Step 4
After the travel information is received, the travel booker will submit a travel authorization for your approval. The travel authorization will include estimates for your travel and do not reflect the actual amounts that will be paid.
Step 5
Once the travel authorization has been approved, travel will be booked. Your travel booker will purchase flights, lodging, conference registration, and any other expenses allowed with the P-Card. Travel purchases will be forwarded to the traveler. It is the responsibility of the traveler to ensure that purchases are correct. The traveler can input rewards numbers after the purchases have occurred.
Step 6
Travel safely! The traveler will manage their flight check-in process. The travel booker will try to set-up hotel check-in entirely on the P-Card but this doesn’t always stick with the hotel. Travelers may need to use a personal card to check into their hotel.
Step 7
Always ask for a receipt and review charges when checking out of your hotel. Provide the receipt to your travel booker.
Step 8
Provide clear copies of itemized receipts for reimbursement to your travel booker within a week of returning from your trip. Per Diem is a set amount and receipts are not required for this reimbursement.
Pro Tip: Tips for transportation cannot be reimbursed.
Step 9
Receive reimbursement for your trip. You should be getting email approvals for this process.