The following questions are addressed on this page in the order listed. Please scroll down to find the information for which you are looking.
What can I do if I do not have the tab in Banner to create a Trip ID#?
I want to be reimbursed for gas mileage. Are there special forms I need to fill out?
I keep getting “Past Due” emails concerning my travel. What should I do?
I did not retain my boarding passes after flying. What should I do? |
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| I have tried following the directions under Step 3 of the "Regular Funding Request Process" for obtaining a Trip ID#. However, I do not have an EMPLOYEE tab when I log into Banner. What do I do? |
| If you have any problems obtaining a Trip ID#, such as the one described above, find a fellow graduate student or your department's GSA Rep or your department's administrative assistant(s). Any of these individuals, assuming they do have this tab, can create a Trip ID# for you. |
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| On SLU's Business & Finance's webpage, it says that to be reimbursed for gas mileage, one must fill out either a "Business Entertainment Expense Voucher" or a "Travel Expense Reimbursement Voucher," depending on the distance of the conference. Where do I get this form & how do I do this? |
| Graduate students do not need to worry about filling out & submitting either of these forms (unless you are requesting funding from both GSA and another source). If you would like to be reimbursed for gas mileage, simply fill out the GSA Funding Form, indicating on a line in the FUNDING INFORMATION section that you are submitting for this type of travel expense. You will need to calculate the cost by first determining the distance to the conference hotel from SLU. (No matter where you actually start your trip from, you must use SLU's address. Use the conference hotel or convention center address as your destination.) Please do this by using MapQuest. Print out the Driving Directions, showing the total mileage. Include this as part of your reimbursement paperwork. Then use the rate set by the university to calculate the total amount for which you can request mileage reimbursement. |
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| I have gotten, or keep getting, an email saying my Travel Report is Past Due. What should I do? Will this affect my reimbursement through GSA? |
| You may disregard these emails. They are computer-generated and linked to your Trip ID#, which is how the Finance office tracks travel reimbursements for the whole University. These emails are not related to GSA Funding Guidelines or practices and will stop after your reimbursement request has been processed by GSA & the Finance office. |
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| I've recently returned from conference travel and did not retain my boarding passes. I would like to include the cost of my airfare on the Funding Request Form I'll be submitting to GSA. What should I do? |
This situation is not uncommon, especially for grad students traveling on Southwest Airlines. Despite not having the actual boarding passes, you will still need to submit some form of documentation of your air travel. To obtain this proof, you should contact the airline's customer service department. Tell them you need confirmation that you boarded/flew on the dates of your travel. It may help to add that you need this in order to get reimbursed for business travel. Overall, you will need to be persistent!! You may have to speak with several customer service agents before you get one who gets what you're asking for and can actually help you.
Some helpful hints:
- Southwest sometimes sends over a document called a "Passenger Activity Report" which has a box in the middle titled "Boarding Activity" showing the necessary information. Sometimes the phrase "flight activity confirmation" works with this airline. Sometimes an untitled document gets sent from Southwest which confirms the travel dates & has "Flown" written next to them under a column called "Type." Hopefully knowing this will help you to describe what you need to this airline, as it seems they have a variety of such reports that can be run.
- Southwest typically faxes their confirmation over. Feel free to have it faxed to GSA, even before you've submitted your Funding Request. Use this fax # 314-977-3943. Please just make sure the fax is marked to Callie Kusto's attention, as the fax # is for the entire Graduate School.
- American Airlines has been known to send an email (written in paragraph form) verifying that you were a passenger on a flight(s) on a particular date(s). It may be useful to contact them via email.
- If you are a member of the airline's frequent flyer program, you may be able to login to your account and find a section which shows your past flights & verifies they were "used." This is definitely the case for American Airlines and may be for others as well.
- For future conference travel, printing out an extra boarding pass if you check-in online or asking the agent at the airport to print you out an additional pass may help you to avoid this situation!
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Have a question that wasn't answered?
Contact your GSA representative OR let us know. |
