Domestic Travel
Domestic Travel
Student Domestic Travel
Traveling overnight requires preapproval on a Domestic Travel Request form 4 weeks prior to departure. Domestic travel includes overnight travel in, to, or from a destination that is in the United States (including its territories and possessions) on official University business.
Below are the forms necessary to be approved, prepaid and reimbursed for out-of-pocket expenses if applicable. Each form is summarized below to assist the traveler in understanding the risk, agreeing to policies and acknowledging the procedures to ensure a safe trip.
| Forms | Tip Sheets |
| Student Domestic Travel Request | |
| Travel Prepayment (if applicable) | |
| Student Travel Expense | Expense Report Tips |
| Clery Travel Form | |
| Student Participation in Rowan Activities Waiver |
Definitions:
Domestic Travel Request – complete the form before traveling and attach necessary supporting documents (Conference agenda, Conference brochure/flyer, registration or information printed from the website).
Travel Prepayment – complete the form to reimburse airfare and registration as a pre-payment (prior to travel) to avoid out-of-pocket expenses for the traveler, once an encumbrance number has been issued.
Travel Expense – complete the form after traveling and attach original itemized receipts. Ensure an approved travel encumbrance number was issued for overnight travel.
Clery Travel Form – complete the form to comply with the law for any University sponsored trip off campus travel that involves either: the rental of a room or facility (excluding lodging) for any length of time and or lodging for two or more nights or lodging for only one night if there is repeated use by our students. The Department of Public Safety is required to collect and report on any crimes that occur per the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act).
Student Participation in Rowan Activities Waiver – complete the form if you are a student participating in off campus activities, field trips, and similar activities including overnight trips.
Individual Responsibilities and Procedures
| Traveler |
1. Completes a Domestic Travel Request Form. |
| Chairperson/Department Head |
3. Approves/Disapproves Domestic Travel Request. |
| Division Head |
5. Approves/Disapproves Domestic Travel Request. 6. If Grant relatated, forwards to OSP (skip to step 7 if not applicable) |
| Accounts Payable |
8. Reviews Domestic Travel Request and encumbers the funds. Issues final approval email to traveler and travel agent. |
Direct Travel
Students who wish to utilize Direct Travel must send an email to rowantravel@dt.com with the following information:
- Encumbrance # and approved amount
- For reservations, the following is needed:
- Travel Request in order to email options:
- Dates of travel
- Time requirements (Ex: Must arrive by 11am and return after 5pm)
- Departure Airport
- Arrival Airport
- Is a car needed?
- Is a hotel needed?
- Reservation & TSA Requirements (Some travelers may prefer to call these details in which is perfectly fine.)
- Name as it appears on the traveler’s Gov’t issued photo ID
- Date of birth
- Gender
- Cell phone number
- Optional:
- Seat preference – window or aisle
- Bedding preference – 1 or 2 beds / nonsmoking or smoking
- Airline, car, or hotel membership numbers
- Travel Request in order to email options:
Contact Information for Direct Travel:
To reach a travel counselor:
866-228-3916* or rowantravel@dt.com
8:00 a.m. - 5:00 p.m. ET, Monday - Friday (excluding holidays)
*Additional fees may apply for call outside of business hours and should be used for Emergency travel services.
Online Travel booking support:
800- 999-7939 or onlinetoolsupport@dt.com
8:00 a.m. - 8:00 p.m. ET, Monday - Friday (excluding holidays)
Helpful Links for Travelers:
CIBT: Information on Visa and Passport requirements for International Travel
TSA: What to know before you go
Note: Students & Non-Employees do not have access to Concur, please Click Here to access the paper-based process.
Know Before You Go
These Know Before You Go travel tips and resources are designed with you in mind. They contain information to help you prepare and enjoy your travel experience. It is your guide to getting ready and contains general information on travel documentation.
- Forms work best with Internet Explorer
- Deadlines:
- Travel Request requires preapproval 4 weeks prior to departure
- Completed & Signed Travel Expense must be submitted within 10 business days after travel was completed
- Travel Request requires an Encumbrance number
- Contact Travel Agency once you have an Encumbrance number
- Email asktravel@rowan.edu to close an encumbrance
- Account Codes are referenced on the forms
- Non-Reimbursable Travel Expenses
- All original itemized receipts must be submitted for reimbursements
- Expenses $35 and under do not require a receipt
- All original itemized receipts must be taped to 8 ½ x 11 sheet of paper
- Do not highlight receipts
- Travel Request requires the schedule or one of the supporting documents below:
- Conference Brochure/Flyer
- Conference Agenda
- Registration
- Other information printed on website
- If meals are included as part of the conference you will not be reimbursed for them. In addition, meals and incidentals are prorated on the first and last days of travel calculated at 75% of the GSA Per Diem rates.
- Per Diem Incidentals - Fees and tips given to porters, baggage carriers, hotel staff and staff on ships
Mileage
Accounts Payable Department has created a more efficient way to accept mileage submissions by reducing the supporting documentation to a mileage summary. This one page mileage summary condenses the information necessary to remain compliant with the travel policy. This summary can only be found utilizing Google Maps which provides a user friendly side panel for calculating mileage while displaying the shortest route. The Google Mileage Summary includes the shortest route, specific location search, fewer icons for simpler navigation and map display. As an added benefit, this will decrease the overall number of pages being printed and submitted.
Google Mileage Summary - How to Calculate Mileage
Resources
- Travel Policy
- Google Maps – use Google Maps
- IRS Standard Mileage Rate – new rates issued every January
- GSA Per Diem Rates – new rates issued every October
- Fly America Act
- Example of Completed Travel Expense Form
- Risk Management and Insurance
- Student Travel Process PowerPoint
Select the button below to access the
Accounts Payables email notification samples
Contact Information
Accounts Payable Travel Inbox
asktravel@rowan.edu