Step-by-Step Instructions for Traveler

Step 1

Who: Traveler
When: Five weeks before first day of travel if advance is needed

Three week before first day of travel if no advance is needed
What:

Send travel form(s), found here: http://treasurer.cua.edu/forms.cfm, to Catholic University PI:

  • Travel authorization form
  • Travel advance agreement (if requesting an advance)
  • Vendor application (if not a CUA employee and a first time traveler)

Step 2

Who: PI
When: As soon as possible
What:

Review travel request:

  • Ensure travel is appropriate for the grant
  • Ensure there is sufficient funds in the travel line of the grant  

Step 3

Who: Traveler
When: Four weeks before first day of travel if advance is needed

Two week before first day of travel if no advance is needed
What:

Submit travel form(s), approved by PI to Dept. Contact:

  • Name
  • Email
  • Phone Number

Step 4

Who: Traveler
When: During Travel
What: Collect all receipts and track all expenses

Step 5

Who: Traveler
When: Within fifteen days after travel has ended
What: Send travel expense report, found here: http://treasurer.cua.edu/forms.cfm, to Catholic University PI

Step 6

Who: PI
When: As soon as possible
What:

Review travel expense report

  • Ensure all expenses are appropriate for the grant
  • If the traveler spent more than originally approved either inform the traveler they can not be reimbursed for those unapproved expenses or approve the amount and notify the department of the approved increase

Step 7

Who: Traveler
When: After PI approves travel expense report
What: Submit travel expense report and all receipts to the Catholic University PI