{"id":25342,"date":"2021-04-28T13:59:40","date_gmt":"2021-04-28T13:59:40","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/finance\/?page_id=25342"},"modified":"2024-11-06T16:32:45","modified_gmt":"2024-11-06T16:32:45","slug":"employee-reimbursements-travel-arrangements","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/finance\/employee-reimbursements\/employee-reimbursements-travel-arrangements\/","title":{"rendered":"Reimbursements: Travel Arrangements"},"content":{"rendered":"

Travelers are expected to use the most economical mode of travel that is suited to the itinerary and the purpose of the trip.<\/p>\n

The University offers a number of options for employees, faculty, staff, and students to minimize personal use of funds for travel expenses. For additional information see the Paying for Travel<\/a> guide.\u00a0<\/strong><\/p>\n\n\n\n\n\n\n\n\n\n
Option<\/strong><\/td>\nHow It Works<\/strong><\/td>\nFaculty & Staff\u00a0 \u00a0 \u00a0<\/strong><\/td>\nStudents\u00a0 \u00a0<\/strong><\/td>\nNon-Employees<\/strong><\/td>\n<\/tr>\n
Direct Billing<\/td>\nUse Deprez or Town & Country Travel to have airfare charged to the University\u2019s Corporate card
\n\u2022 Employees create a Workday Spend Authorization (SPA#)
\n\u2022 Students\/Non-Employees use the F2 Form<\/td>\n		\"\"<\/strong><\/td>\n\"\"<\/td>\n\"\"<\/td>\n<\/tr>\n
Group Travel Card<\/td>\nCovers all approved travel expenses for the group traveling with the cardholder
\n\u2022 Hotel\/lodging
\n\u2022 Transportation
\nTo apply, contact Nathan Hodge, Pcard Administrator<\/td>\n		\"\"<\/td>\n\"\"<\/td>\n<\/td>\n<\/tr>\n
Pre-Trip Reimbursement<\/td>\nIf your Expense Report Approvers agree to reimbursement before the trip starts, then submit a Workday Expense Report to request reimbursement.<\/td>\n\"\"<\/td>\n\"\"<\/td>\n<\/td>\n<\/tr>\n
Pcard Exception for Travel expenses<\/td>\nTo request a one-time exception to use your PCard for Travel expenses, contact the Pcard Administrator<\/td>\n\"\"<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
American Express Corporate card<\/td>\nThe intent of the UR AMEX Corporate Card is to\u00a0<\/strong>facilitate business travel for current University employees. The card must be surrendered upon retirement or when no longer in an active position.<\/td>\n\"\"<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
Cash Advance<\/td>\nAT LEAST one week prior to the start of travel, submit a Workday Spend Authorization Cash Advance request.
\nAvailable for International travel only. Not available for Domestic travel<\/em><\/td>\n		\"\"<\/td>\n<\/td>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Conference Registration Fees<\/strong><\/p>\n

Conference registration fees are an allowable business expense. The preferred payment method is PCard<\/a>. However, if the traveler pays the registration fee, they will be reimbursed when proper documentations and a business purpose is provided.<\/p>\n

Airfare<\/strong><\/p>\n

Economy, tourist, coach, or standard accommodations for air travel are to be used whenever practicable. When possible, travelers should take advantage of discount rates. If first\/business class travel is used instead of a less expensive alternative, additional supporting documentation\/explanation must be provided, otherwise the reimbursed amount must be limited to the cost of the less expensive mode of travel. When booking international travel, the use of a US air carrier is preferred.<\/p>\n

The University strongly recommends<\/strong> the use of our preferred travel agents to book Government-funded flights to ensure reservations comply with the Fly America Act.<\/p>\n

For all other flights, use of the University\u2019s travel agents is strongly recommended<\/strong> due to the benefits for both the traveler and the University.<\/p>\n

Group travel services can be obtained through the University’s contracted travel agencies. Substantial discounts can be obtained when group travel is arranged, even if travelers utilize different travel times<\/p>\n

Note that faculty\/staff traveling abroad with students should not<\/u> make travel-related bookings or arrangements prior to a program\/trip review by the Office for Global Engagement<\/a> or the Center for Education Abroad.<\/p>\n

The University\u2019s contracted travel agents provide the lowest changeable fare that will be charged to the University directly via our AMEX Business Travel Account (BTA), also known in Workday as the Central Travel Card (CTC). Both agents host online booking tools, providing independent searching within their tool on your own, or you can call or email an agent for assistance.<\/p>\n\n\n\n\n\n\n\n\n\n
DePrez Travel Bureau, Inc.<\/strong><\/td>\nTown & Country Travel, Inc.<\/strong><\/td>\n<\/tr>\n
145 Rue De Ville<\/td>\n732 Pittsford-Victor Rd<\/td>\n<\/tr>\n
Rochester, NY 14618<\/td>\nPittsford, NY 14534<\/td>\n<\/tr>\n
585-442-8900 option 3<\/td>\n585-381-2850<\/td>\n<\/tr>\n
UofRtravel@depreztravel.com<\/a><\/td>\nClassified as Woman-owned business<\/td>\n<\/tr>\n
UofRgroups@depreztravel.com<\/a><\/td>\ntravelinfo@towncountrytravel.com<\/a><\/td>\n<\/tr>\n
www.deprezmeetings.com<\/a><\/td>\nwww.towncountrytravel.com<\/a><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Town & Country Travel documentation:<\/u><\/p>\n

A Workday Spend Authorization number (SPA#) or an approved F2 Form must be sent to the travel agent within 24 hours of receiving the draft\/quote itinerary.\u00a0 The reservation will cancel when the documentation is not received.<\/strong><\/p>\n

Benefits of using our Travel Agencies:<\/p>\n