Travel Process

What is the University's travel process?

Do you have any tips for international travel and/or field studies?

I would like Ball State University to pay my registration fee.  What do I do?

I have already prepaid for some or all of my travel expenses prior to my trip.  Can I be reimbursed for all of these expenses before the trip?

I do not require a reimbursement for my trip, but I would like to use a University vehicle.  What should I do?

What are allowable travel expenses?  Are there limitations on what can be reimbursed for lodging, meals, etc.?

What do I do if a traveler has already completed a trip with no approved Pre-Approval and now wants reimbursed?

I want to book my travel through a travel agency.  Is that allowed?

Are passport fees/visas reimbursable through the Travel module?

 

 

 

What is the University's travel process?

Please review the main travel page, which outlines the University's travel process.

Do you have any tips for international travel and/or field studies?

Please review this one-page document for international travel/field study tips.

I would like Ball State University to pay my registration fee. What do I do?

Please review the Conference Registration Payments page for the appropriate procedures.

I have already prepaid for some or all of my travel expenses prior to my trip. Can I be reimbursed for all of these expenses before the trip?

Your delegate can process a Travel Expense Report if you have provided original receipts showing the items have been paid.  After your delegate completes your expense report, the expense report will require your approval. You will receive an approval request e-mail which you must approve in order to be reimbursed for your travel expenses. Once your expense report has been approved by all applicable parties, you will receive your reimbursement.

Registration and airfare prepayments can be fully reimbursed prior to your trip with an original, paid receipt. Receipts must be submitted within 60 days of the purchase date; receipts submitted outside the 60-day window will not be reimbursed.  Please review the Expense Reimbursements Accountable Plan procedures for more information. 

Confirmation of a room reservation will not suffice in order to receive reimbursement.  Please review the Ball State University Travel Policy for receipt requirements.

I do not require a reimbursement for my trip, but I would like to use a University vehicle. What should I do?

Choose the 'University Vehicle' expense type in Chrome River.  You can submit this expense for $0.

To request the vehicle, the delegate should access Fleet Commander to schedule the vehicle and should e-mail an approved Pre-Approval to transport@bsu.edu.  

What are allowable travel expenses? Are there limitations on what can be reimbursed for lodging, meals, etc.?

Please review the Ball State University Travel Policy for more information.

What do I do if a traveler has already completed a trip with no approved Pre-Approval and now wants reimbursed?

It is incumbent upon each individual area to determine whether the traveler should be reimbursed or not in this case.  The University requires a traveler to have an approved Pre-Approval on file prior to traveling.

I want to book my travel through a travel agency. Is that allowed?

This is allowable; if the traveler or area would like the University to directly pay for air, hotel, or rail, the travel can be booked through Egencia, the University's dedicated travel booking tool, using the University's travel card.

Are passport fees/visas reimbursable through the Travel module?

The University does not typically reimburse expenditures for passports.  Visas may be reimbursed through Chrome River if submitted within 60 days of the purchase date.