Saint Louis University

College of Arts & Sciences Travel Policies and Procedures for Employees

1. REQUEST 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 & Concur Expense site in mySLU > Tools.

2. OBTAIN TRAVEL APPROVAL

Submit the SLU Arts & Sciences Travel Form to notify the College of your department chair's or program director's approval of each trip.

3. SUBMIT REQUEST FOR POLICY EXCEPTION (if needed)

Submit a single Travel & 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 lowest published
  • Not requesting pre-approval for travel
  • Submitting expenses more than 60 days from date incurred

Do not include policy exception requests on the SLU Arts & Sciences Travel Form.

4.OBTAIN TRIP NUMBER

Self-Service Banner > Employee > Trip Menu > Create Trip for SLU Employee

Submit any subsequent changes or cancellations, e.g. dates of travel, destination, to univtravel@slu.edu.

5. ADDITIONAL REQUIREMENTS FOR INTERNATIONAL TRAVEL

If traveling outside the United States, you must register your travel in order to be covered by the University's International Travel Accident Insurance. Find details and enrollment information here.

6.ARRANGE TRANSPORTATION

Airfare must be booked through Concur / TravelPlex. Tutorials are available here.

Travel by personal automobile or rental vehicle for travel more than 200 miles round-trip requires justification. Use the Transportation Calculator, available through the Documents and Forms page of the Business & Finance website. Reimbursement of personal car mileage over 30 miles total requires a Google Maps screenshot showing the total number of miles traveled for each trip.

7. BOOK LODGING

Book all hotels except conference hotels through Concur / TravelPlex.

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, as well as Dean's approval of policy exception obtained by submitting a Travel & Expense Policy Exception Request.

8. DOCUMENT MEAL EXPENSES

Itemized receipts must be submitted for reimbursement of actual meal expenses over $25.

in lieu of submitting meal receipts, travelers may receive 60% of the US government published per diem rate for their location. When this option is selected, the entire trip is subject to the 60% of per diem, except meals with guests, which are reimbursed in full.

9. SUBMIT CONCUR REPORT FOR REIMBURSEMENT

Submit travel expense reimbursement through Concur within 60 days of trip's completion. Follow University 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 within 60 days of the expense being incurred. In such cases, traveler will submit a second Concur report upon trip completion.

Detailed University policies and procedures are available at on the Business & Finance website

Travel Policy Guidelines Grid

Travel Procedure Flowchart - Employees

 

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