Process for Submitting Travel Forms
Questions regarding these procedures can be directed to:
Kamran Motevaze
Elliott Hall 252
Phone: 612-626-8146
1. Complete Pre- Approval Travel Form
All travelers must complete the departmental Pre- Approval Travel form whether or not they are seeking reimbursement for travel expenses. All professional travel must be approved and authorized by the Chair of the department prior to travel. Both the Pre- Approval Travel and Post- Travel forms can be obtained in the file on the door of 252 Elliott Hall.
When travel is done for personal purposes or if no reimbursable expenses will be incurred, the departmental Pre- Approval Travel form must still be completed so that the traveler is protected by University insurance.
2. Submit Pre- Approval Travel Form to Accounting Area
Once the departmental Pre- Approval Travel form has been filled out, signed and dated, it is then submitted to Kamran Motevaze in the Accounting area, it will then be submitted to the Chair for approval. The Pre- Approval Travel form must be completed and submitted at least one week in advance of travel departure.
Travel advances are only approved when special or unusual circumstances exist. Specific receipted expenses can be reimbursed when paid for in advance- such as registration fees or the purchase of an airline ticket.
3. Complete and submit Post-Travel Form
Upon return from travel, the department Post- Travel form must be completed with all original receipts attached for expenses. The Post- Travel form is submitted to Kamran Motevaze.
As is directed by University policy, travelers' requests for reimbursement must be submitted within 15 days from the date of return. If all submitted information is accurate and all necessary receipts are attached, travel forms will be completed and submitted for reimbursement. (Please note it will take at least 3 - 4 weeks to process the reimbursement through the business office)
Travel Agencies
The University has contracts with travel agencies in the Twin Cities area. The advantages of using these agencies are: 1) a guarantee of the lowest applicable fare; 2) the option to directly charge a CUFS number; 3) full service booking options including airfare, lodging, and car rental; and 4) reduced paperwork for departmental employees. The contract agencies also employ skilled travel counselors with knowledge of international itineraries. (See the Travel Services Web Site for more information)
Travel Services Web Site: