Mastering Student Travel Procedures for a Successful Journey
Enhance your understanding of student travel processes including payment methods, role alignments, expense reimbursements, and safety measures. Explore resources, ask vital questions, and navigate the complexities of student travel efficiently. Find out how to process different types of student travel, pay for expenses, and support student travelers effectively.
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Student Travel Concur Round Table, January 2022
Multifaceted: Having many aspects, many- sided, various Identify the important questions to ask and answer to get your ducks in a row Look at resources to help navigate student travel Review procedures to process different types of student travel Explore options to pay for student travel expenses Go over tips and tricks for assisting student travelers Q and A
What, Why, How? Is the purpose of the trip UO Business or is the travel UO Student Participant Support? This determines how the student can be paid, when they can be paid or reimbursed, and what expenses the UO may cover https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/ files/travel/participantsupport.pdf For what role is the student traveling, as a paid employee, as a student volunteer, grant/project participant, etc. . . .? Business purpose should align with role (example, GE traveling for their employee position should be listed in Concur as staff)
Resources Persons Eligible for Travel-expense Reimbursement Student Travel Button https://ba.uoregon.edu/travel/
Processing UO Participant Support Paid through Banner as an invoice Airfare only may be processed through Concur, enter a request in Concur Can be paid through an RAR A $0 request should be entered in Concur. The request is important for safety and risk purposes. The $0 Concur request is entered using guest policy on either a host profile or the students profile if they have one Concur.uoregon.edu
Processing UO Business Does the student have a paid employee position with a PWIVERI record in Banner? No PWIVERI job record, use Guest Policy on a host profile in Concur Yes PWIVERI job record, the student has a profile in Concur and the request and expense report may be processed on their profile Is the student traveling for their job or another reason? If the student is traveling for their job at UO the traveler type should be staff in Concur to create alignment between their role and the business purpose for travel.
Paying for Student Travel UO Student Participant Support: the student is paid via Banner so they have funds to travel with. Airfare may be purchased through Concur Faculty/Staff should not pay for expenses on behalf of participants Business travel: Best business practice suggests students be treated as any other business traveler and they cover their own expenses and seek reimbursement after travel This is a learning opportunity for students to ready them for their future as professional There are options to help student traveler map out funding for their business travel
Paying for Student Travel Options Airfare is purchased through the managed travel program and is not an out of pocket expense Other expenses (Lodging, ground transportation, meals) Some hotels will allow for direct bill/accept UO Purchase Order One Card for student use in specific circumstances (lodging) Travel Office can assist with a credit card solution (call us 346-3100) Car rentals through Enterprise can be direct billed Faculty/Staff traveling with students may pay for lodging Graduate Student Employees may be eligible for the One Card It is best business practice that students pay for their own meals and seek reimbursement
Groups Common business purpose, A single request in Concur may be appropriate and efficient, use guest policy and list all group members Faculty/Staff leading group may pay for lodging and group meals or groceries ( receipts are required and per diem rate provides maximum allowed) Students should not pay for other students expenses or reimburse each other with cash Having a plan is critical
Smart Travel Planning Student travel, like any other travel, is most successful when there is a good plan in place Help the student to map out all aspects of their travel, airfare, lodging, ground transportation, and meals? Student needs to know their resources and contacts? What happens if there if travel plans are interrupted? What is the plan B? If flight is delayed will they be late to pick up their rental car or to check into their hotel? How will the student cover expenses, planned or unexpected, while traveling? It is important for students to review travel policy, not knowing does support an exception to policy
Tips for working with students Provide clear expectations Know the faculty/staff contact who is facilitating travel Provide clear timelines: I need to hear from you by xxx date in order for you to be paid If students are non-responsive after 60 days process any expenses the UO has already paid (Lodge Card or One Card expenses) Schedule time to meet with students after travel so you can build their report with them and answer all of your questions Be aware of the end of term, student are hard to reach during vacation The student will either need to submit their requests and reports in Concur if profiled, or will have to supply guest attestation
Further consideration for student travel Clery Act https://clery.uoregon.edu/ Driver Certification https://transportation.uoregon.edu/business- travel#envelope-223
