Travel Procedures:
- Request approval from Unit Head/Dean for travel (pre-pandemic rules apply for travel)
- For Domestic and International travel approval should be requested from the Unit Head and/or the Dean (depending on reporting line) in the form of an email
- Approval will be attached to Travel form and then uploaded to the Purchasing App when requesting reimbursement
- For International Travel:
- It is the responsibility of the employee to ensure their passport/travel documents will be valid for the time-period of travel*
- Review the “International Safety and Security” webpage to confirm if their destination needs to have additional approval for those ‘high-risk destinations’ including enrolling in international insurance and registering for Smart Traveler Enrollment Program.
- Recommended: Enrollment in International Travel insurance. It is free to Faculty and Staff on University business. International Safety and Security manages the insurance enrollment process. Consult the Policy on Health and Safety in Study Abroad for more information.
- Complete Professional Development Funding & Travel Form: https://forms.illinois.edu/chooseAuth/7897380
- Attach all approvals from Unit Head/Dean, including approved International Petition (if applicable)
- The completed Professional Development Form will be automatically submitted to the Business Office via the BHRSC email (BHRSC@library.illinois.edu)
- Once the form is approved by the Business Office and you receive the approval email either:
- Request a meeting with Katie Slough to schedule for prepayment of flight, hotel, and registration fees (per diem, taxi/car rental or milage will need to be requested as a reimbursement after the travel has occurred). If the combination of flight, hotel and registration fees will go above the professional development allotment, then the Business Office will only pay for amounts up to the allotment and not over. The employee will be responsible for any charges that go above the allotment.
- Or
- Employee pays for everything and seeks reimbursement after travel has concluded
- To submit a request for reimbursement, use the Purchasing App: https://my.library.illinois.edu/purchasing/. In the approval email from the Business Office, a C-FOP should be provided for Professional Development funds and the instructions will be attached to the email.
- Requests are typically processed within 3 business days of us receiving the approval from the Purchasing App
- Per University policy, all employee reimbursements will be processed thru Chrome River. Please assist the Business Office staff and reply promptly to any correspondence regarding Chrome River access.
- Requests for reimbursement over 60 days old are taxable per IRS tax rules
- Reimbursements could take up to 4 to 6 weeks from the time it’s submitted, due to Payables workload
- Returned expense reports will be made the priority to complete
- For Domestic and International travel approval should be requested from the Unit Head and/or the Dean (depending on reporting line) in the form of an email