Arts and Sciences Travel Policies

In addition to the Saint Louis University-wide travel policies, the College of Arts and Sciences has its own travel policies and procedures. Procedures vary, depending on if you are a faculty member, guest, graduate student or undergraduate student at the college. 

Frequently Needed Travel Resources

Travel Policies and Procedures for Employees

1. Request a Travel Profile

If necessary, request a travel profile through your department administrative staff. You will need to provide your name exactly as it appears on your driver's license and/or passport along with your SLU email address.

Once your travel profile has been created, you will have access to the Cliqbook and Concur Expense site in mySLU > Tools.

2. Obtain Travel Approval

Submit the SLU Arts and Sciences Travel Form to notify the college that your department chair or program director approves of each trip. Do not include policy exception requests on this form.

3. Submit a Policy Exception Request Form, if Needed

Submit a single Travel and Expense Policy Exception Request form for all policy exceptions related to your trip. Policy exceptions include, but are not limited to:

  • Not booking arrangements through TravelPlex, including flight, car rental or hotel (excluding conference hotel bookings)
  • Booking conference hotel at a higher rate than the lowest published
  • Not requesting pre-approval for travel
4. Obtain a Trip Number
 Visit Self-Service Banner and select Employee > Trip Menu > Create Trip for SLU Employee. Submit any subsequent changes or cancellations, e.g. dates of travel, destination, to univtravel@slu.edu.
6. Arrange Transportation  

Airfare must be booked through Concur/TravelPlex.  Unless you find a cheaper rate & provide documentation of those rates.

 

7. Book Lodging  

Conference hotels may be booked at the lowest rate published on the conference website. Provide a copy of the conference program or website showing the conference hotel name and rate.

Any non-conference hotel booked outside Concur/TravelPlex requires documentation showing a rate lower than that available through Concur/TravelPlex.

8. Document Meal Expenses  

Itemized receipts must be submitted for reimbursement of actual meal expenses over $50.

In lieu of submitting meal receipts, you may receive 75 percent of the U.S. government published per diem rate for their location. When this option is selected, the entire trip is subject to the 75 percent of per diem, except meals with guests, which are reimbursed in full.

9. Submit a Concur Report for Reimbursement 
 Submit travel expenses for reimbursement through Concur.  Follow the University-wide travel policies and include a copy of your travel pre-approval with receipts.


Any expenses that were prepaid (e.g. conference registration) must be submitted for reimbursement at the time they were incurred. In such cases, you will need to submit a second Concur report upon trip completion.

 

Travel Policies and Procedures for University Guests

1.  Obtain Travel Approval

Notify the college of your department chair's or program director's approval by submitting the SLU Arts and Sciences Travel Form. Do not include policy exception requests on the travel form. All requests for policy exceptions must instead be submitted on the Travel and Expense Policy Exception Request form.

All guest trips require a trip number. 

2. Submit a Policy Exception Request Form, if Needed

Policy exceptions include, but are not limited to:

  • Not requesting pre-approval for travel
  • All guests to St. Louis must stay at Hotel Ignacio unless no rooms are available during their stay. Exceptions to this policy cannot be approved by the dean.
3. Arrange for Reimbursement

Guests who make their own travel arrangements are reimbursed 100 percent and are processed on an eSeePay Online DPV. Guests receiving reimbursement for travel must submit a Master Vendor Form. W9s are not required for reimbursements, unless clarification is needed during vendor set up.

If there are no expenses other than airfare, contact univtravel@slu.edu to close the trip after travel is completed.


Travel Policies and Procedures for Graduate Students

Travel policies and procedures for graduate students in the College of Arts and Sciences vary depending on how the trip is funded. The one exception is that  any student who receives University travel funds (including through GSA) for international travel must purchase international travel insurance covering health care, medical evacuation and repatriation through SLU.

You may not purchase your own insurance and you must provide proof that you have purchased insurance through the SLU provider before your travel can be approved.

All requests for policy exceptions must be submitted on the Travel and Expense Policy Exception Request form.

If You Are Funded By the GSA

Graduate students receiving only GSA funding are not required to receive travel pre-approval and are not required to get a trip number or to book travel through TravelPlex. Upon completion of travel, submit request for reimbursement according to GSA Funding Guidelines.

Please note that if other University funding becomes available, you will not be eligible for GSA additional funding unless you are given a policy exception. Requests for policy exceptions may be denied and delay reimbursement even when approved.

If You Are Funded by a Department or the College and the GSA

If your travel is partially funded by the GSA and partially funded by the College of Arts and Sciences or one of its departments, you must receive travel pre-approval from the department chair or program director and notify the college by submitting the SLU Arts and Sciences Travel Form. You are not required to get a trip number or book travel through TravelPlex unless the University pre-pays any travel expenses, such as conference registration or airfare.

Upon completion of travel, submit a request for GSA reimbursement according to GSA Funding Guidelines. To receive departmental or College funding, email a copy of the College of Arts and Sciences Conference Award Application for Graduate Students along with a scanned copy of the GSA Award cover sheet and all receipts to castravel@slu.edu.

If You Are Funded by a Department or the College Only

If your travel is funded by the College or one of its departments, you must submit the SLU Arts and Sciences Travel Form but are not required to get a trip number or book travel through TravelPlex, unless the University pre-pays any travel expenses, such as conference registration or airfare.

Upon completion of travel, submit expenses to the unit providing the funding (most often your academic department) using the College of Arts and Sciences  Conference Award Application for Graduate Students.

If Your Travel is Funded by a Grant or Sponsored Program  

Graduate students who receive funds from a grant or sponsored program, including students who are also receiving GSA funding, must follow University travel procedures for employees when making travel arrangements.

Upon completion of travel, you may choose to submit reimbursements for payment either through Concur (if you have expenses booked through Cliqbook), or through an eSeePay Online DPV. If you choose the latter, make sure to attach a completed eSee DPV Student Travel Cover Page.

If you are also funded by the GSA, you must submit your request for reimbursement using both the GSA Funding Guidelines and through Concur according to policies for SLU employees. In Concur, itemize only allowable expenses, only up to the amount that is reimbursable on the grant. Attach a copy of the GSA Award cover sheet and worksheet as well as receipts for all allowable travel expenses.

You may find it helpful to complete the College of Arts and Sciences Conference Award Application for Graduate Students as well, as this helps clarify the submitted expenses.

Travel Scenarios for Graduate Students

Travel Policies and Procedures for Undergraduate Students

Undergraduate students traveling through the College of Arts and Sciences must submit the SLU Arts and Sciences Travel Form. Any requests for policy exceptions must be submitted on the Travel and Expense Policy Exception Request form.

You must get a trip number but are not required to book travel through TravelPlex.

Upon completing your travel, the unit providing your funding (usually your academic department) must submit expenses for you on an eSeePay Online DPV (available in Banner Self-Service on the Finance tab), making sure to attach an eSee DPV student travel cover page.

Please note that if your funded travels will take you abroad and you do have international travel insurance that covers health care, medical evacuation and repatriation, you must purchase international travel insurance covering health care, medical evacuation and repatriation through SLU. No travel award will be made without proof of existing or purchased insurance.