Student Domestic Travel

Traveling overnight requires preapproval on a Domestic Travel Request form 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.

Definitions:

Individual Responsibilities and Procedures

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

Contact Information for Direct Travel here.

Helpful Links for Travelers:
CIBT: Information on Visa and Passport requirements for International Travel
TSA: What to know before you go

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.

AP Tips

• Forms work best with Internet Explorer
• Deadlines:
  • Travel Request requires preapproval prior to departure
  • Completed & Signed Travel Expense must be submitted 30-45 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 over $35 require an itemized receipt & corresponding proof of payment
• 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