SOP – Travel Request

DEPARTMENT OF DIAGNOSTIC AND INTERVENTIONAL IMAGING

STANDARD OPERATING PROCEDURES

Travel Request

Travel preapproval:

All travel is initiated by the staff assistant covering the faculty and/or employee.  Must be submit two weeks prior to travel or as soon as possible.

1. Faculty and/or employee must submit a leave request
   1. Scheduled faculty must be approved by Dr. John prior to travel and leave must be on faculty leave calendar, before travel is approved
2. Staff assistant must submit preapproval via COUPA
   1. Preapproval must include airfare quote, if BTA is requested (when approved, preapproval along with all supporting documentation must be printed and forward to MS Travel via [email protected] and include the vendor code for the traveler and CTP)
   2. A line for each expense is entered with an estimated amount of the expense (airfare, registration, mileage, parking, baggage fee, meals, Uber/Lyft/taxi, train)
   3. Copy of meeting information must be attached and must include dates, location, registration information and meeting agenda, invitation (if invited speaker) or abstract information if presenting
3. Preapprovals are reviewed and approved by Sandra Mahoney

Travel reimbursement (expense report):

All reimbursements must be processed 30 days after the last date of travel

1. Faculty and/or employee forwards all legible and itemized receipts to staff assistant
2. Staff assistant submits a travel expense report by linking it to the preapproval
3. A line is entered for each expense and the receipt is attached to that line
4. Once a line has been entered for each expense using the appropriate account code, a copy of the meeting agenda, completed and signed attestation, copy of final flight itinerary and all required documentation is attached and the benefit to UT and the approver statement are entered in the comment section
5. Expense reports are reviewed and approved by Sandra Mahoney