Travel Request Overview for University of Hawaii Kauai Community College Convocation
Overview of the travel request process for attending events at University of Hawaii Kauai Community College, including policies, necessary documentation, recommendations for planning, approval process, and related university policies.
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TRAVEL REQUEST OVERVIEW UNIVERSITY OF HAWAII KAUAI COMMUNITY COLLEGE-CONVOCATION JANUARY 3, 2019
KAUAI CCS GENERAL POLICY All travel expenses should be necessary and reasonable in nature and amount. Transportation should always be the most economical and direct route. Airfare should be coach/economy class. Car rental (when allowed) is limited to compact or sub-compact vehicles Lodging should be reasonable in cost. All travel requests must be approved before: Any University funds are committed 1. Expected date of departure for Traveler 2. P-Card (i.e., University Purchasing Card) is used as method of payment 3.
ITEMS GENERALLY NEEDED FOR TRAVEL REQUESTS: Documentation to support the following: Justification / Purpose for Travel Documentation (i.e., agenda, etc.) to support the name, date, locate of meeting, conference, workshop, seminar, etc. Three (3) cost comparisons for airfare Three (3) cost comparisons for hotel Conference Hotel (i.e., hotel where conference will be held)-no cost comparisons required Three (3) cost comparisons for ground transportation Cost(s) for other travel related expenses Travel request saved online through E-Travel or RCUH (or manually in select situations).
RECOMMENDATION: Begin travel planning as soon you know you will need attend a meeting, conference, workshop, seminar, etc. that is off island. WHY? Business Office and Approvers need adequate time to review your travel requests. Traveler and/or Travel Preparer may need time to make revisions. Traveler and/or Travel preparer will need time to make reservations, etc. before departure date. All travel requests must be emailed to our Business Office for initial review at etvlku@hawaii.edu. If possible, please provide: Intra-State Travel: At least ten (10) business days before departure date. Continental U.S. Travel: At least thirty (30) business days before departure date. International Travel: At least sixty (60) business days before departure date.
APPROVAL PROCESS: ROUTING ORDER FOR TRAVEL REQUESTS Traveler Ensures the travel itinerary and expenses will be incurred for official University reasons. Traveler s Supervisor Certifies the purpose of the travel (a) benefits the University, (b) the traveler has permission to travel, and (c) the traveler s workload will be covered. Account Supervisor / Principle Investigator Ensures cost of travel will be within Department s budgetary limits. Chancellor Approves ALL Out-of-State travel Fiscal Administrator Certifies that funds are available and fiscal policies and procedures have been followed.
RELATED UNIVERSITY POLICIES UH Board of Regents Policy: RP 8.208, Travel UH Executive Policy: EP 8.208, Travel UH Administrative Procedures: AP 8.851, Employee Out-of-State and Intra- State Travel Kauai CC s Business Office webpage (Access restricted) QUESTIONS?? Please EMAIL the BUSINESS OFFICE at etvlku@hawaii.edu
