Arts and Sciences Travel Policies

If necessary, request a travel profile through your department's administrative staff. You must 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.

Obtain pre-approval from your department chair or program director for each trip, according to your department’s policies and procedures. If traveling outside the United States, you must also obtain the dean’s pre-approval of your travel by submitting the SLU Arts and Sciences Foreign Travel Form.

Request approval for all policy exceptions related to your trip by emailing CASTravel@slu.edu with the following information: 

• Department
• Trip Dates
• Brief description of request and justification
• Attach Chair Approval 

You will be notified by email from CASTravel@slu.edu when all required approvals have been received. A copy of the exception approval must then be attached with your expense reimbursement request, and a copy of your original request.

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 
  Note: Policy exceptions are not required for booking hotels, airfare, and car rentals outside of Concur when documentation of a lower cost is provided in the expense report. 

Refer to the University’s resources for details: 

• Employee Reimbursement
• Travel
• Travel Policies

Visit Workday and select Requests > Create Request > Request Type: Trip ID. Any changes to the dates of travel or destination require creation of a new Trip ID.

If you are traveling outside the United States, you must register to be covered by the University's International Travel Accident Insurance.

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

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.

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 your 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.

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

Obtain pre-approval from your department chair or program director for each trip, according to your department’s policies and procedures. In addition, if your guest’s origination is outside the United States, you must also obtain the Dean’s pre-approval by submitting the SLU Arts & Sciences Foreign Travel Form.

Do not include policy exception requests on the travel form. All requests for policy exceptions must instead be submitted by emailing CASTravel@slu.edu.  

All guest trips require a trip number.

Policy exceptions are required for, but are not limited to, the following circumstances:

• Not requesting pre-approval for travel
• Preferred SLU Hotels

Guests who make their own travel arrangements are reimbursed for 100% of their expenses, with payment 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 setup.

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

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 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, as well as the dean’s pre-approval for foreign travel. 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, complete the College of Arts and Sciences Conference Award Application for Graduate Students. Include a copy of the GSA Award cover sheet and all receipts, and submit to your department or program for approval. The department will forward all materials to A&S Dean’s office, attn: Cathy Zimmer. 

Obtain pre-approval from your department chair or program director, according to your department’s policies and procedures. If traveling outside the United States, you must also obtain the dean’s pre-approval of your travel by submitting the SLU Arts & Sciences Foreign Travel Form.

You are not required to get a trip number or book travel through Concur/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.

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 submit reimbursements for payment either through Concur (if you have expenses booked through Cliqbook and/or are on an assistantship), or through an eSeePay Online DPV. If 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.