Travel Frequently Asked Questions

Please click on Travel Forms and Information on the left-hand menu.

In-state and out-of-state trips for conferences, conventions, associations, and meetings require approvals of the chair or next higher level of expenditure authority and Travel Office. The PTT form is required. In-state and out-of-state business trips require approval of an immediate supervisor in oral or written form (check with next higher level of authority for their policy). The PTT form is NOT required by the Travel Office for these trips.

If you are on USM payroll and your trip is in the scope of your employment conducting business for the University, you are covered by workers compensation.

The Procurement Card CANNOT be used for travel or entertainment expenses at this time. It can be used to rent vehicles, but only with a State Contract Provider. Please see the P-Card section of this website.

You can’t unprotect the cells. You probably didn’t start on the “START PAGE.” You should return to the START PAGE and enter all your required information and it will copy it to the protected cells.

We are here to answer any questions that you may have. The travel forms have instruction tabs to assist you. Keep in mind that when we provide personal assistance in filling out the travel forms it prevents us from getting other travelers paid in a timely manner.

No, not at this time, but keep in mind that receipts should be retained as they may be required later for audit purposes. Employees of the State shall be reimbursed the actual cost of meals related to official travel, not to exceed the daily maximums for the specific location. The amount allowed for individual meals shall be at the discretion of the department head. The department head my require receipts for meal expenditures if so desired.

As mileage rates change, we update the travel form, so you should download the latest travel form. Make sure to use the right date format (mm/dd/yr).

The mileage rate occasionally changes, so it is best to download a new travel voucher for each trip to ensure that you will have the most current rate.

For meals, you are allowed per diem (daily allowance). Receipts are not required for meals. For hotels, an itemized receipt is required, contact the hotel to have them fax or email you a copy. For other expenses such as registration or public carrier, provide us with credit card statements as proof of payment. For taxi/shuttles or tips you are allowed $10.00 per day without a receipt. Fuel cannot be reimbursed without a receipt.

Please make sure your Signature Authority sent it to box 5104. If so, call the Travel Office at x64131 for a copy.

The Travel Advance Policy is outlined on our website. Please review the Travel Advance Policy here

Yes, you can change the date. Either send an email to verify the date that you would like changed so that it can be attached to your Permission to Travel (PTT), or return a copy of your signed PTT with the new dates identified.

If you are approved for an advance (See Advance Policy) we will call you to inform you when it is ready for pick up. We issue advances two weeks before the scheduled trip start date.

Travel advances outstanding in excess of 15 days after return from the trip will be payroll deducted from the employee’s paycheck. If it should become necessary to do a deduction from a payroll check the employee will not qualify for future travel advances. The payroll deduction instituted will be the amount of the outstanding travel advance, not to exceed one-half of the employee’s net pay. This payroll deduction will continue until the outstanding travel advance is settled in full.

Please make sure you or your Signature Authority sent it to box 5104. Vouchers are stamped in and processed in the order received. Due to the volume of incoming travel documents, we ask that you allow us at least three weeks before you inquire about your reimbursement check.

Yes. You will need to complete a travel voucher and attach any credit card statements or receipts that will confirm your payments made. Attach a copy of your Approved PTT. On the travel voucher make sure that you put the date of travel (same date on permission).

No, but if you do not have time to search various websites you can contact the local State Contract Travel Agencies to book your ticket for you. Please see the website for their fees. http://www.usm.edu/procurement/travelagency.html

Your electronic confirmation from the internet site used should have the hotel information on the confirmation receipt. It must show payment in full for the dates booked, hotel location, check-in, and check-out dates and credit card payment.

You should look online for the conference literature where it shows accommodations or contact the organization and request that they fax it to you. It must show the hotel room rates if blocked rooms were arranged.

If your rental car rate exceeds the Vehicle State Contract Provider rate you will have to attach a waiver to your voucher. Please see more information at the following website http://www.usm.edu/procurement/travelvehicles.html .

We require a completed International Permission to Travel and International Travel Justification Form 90 days in advance of the trip.

Please check the travel website for the link under “Foreign Meal Allowance by Country (Per diem)” that will take you to the U.S. Department of State website. There you will select the country and then city. Remember to only use the “M & IE” rate. http://www.usm.edu/procurement/foreign_travelmeals.html

Though you are allowed to stay as long as you would like, the university will not reimburse you for expenses outside the conference dates, i.e., for personal vacation time.

Depending on the mistake, call the Travel Office at x64131. If it is minor, you can fax or email the change if the travel has not been posted. If it is more complex you will need to re-do your paperwork. If you voucher has already been processed and payment made, your department must correct the error.

You can drop off your voucher; it will be stamped in and processed in the order received. It’s only fair to others who are waiting for their payment. You will have to allow up to three weeks for the voucher to be processed and paid, though it normally takes less than that.

Yes. Please see the website http://www.usm.edu/procurement/travelprocedures.html You should find guidance as you scroll down to the Group travel section.

The individual that paid is the person that needs to be reimbursed. Attach the PTT of the person(s) who is traveling to the Travel Voucher of the individual who paid (even if they are not traveling).

Please call the Travel Office at x64131 if you have a voucher number. You can fax a copy of the MDR to x65182; include a cover sheet detailing what information you need and a call-back number and we’ll assist you in finding out.

You’ll need to call the Travel Office at x64131. We will have to pull your voucher and see what changes were made.

Email us to cancel your PTT if the trip has not occurred and/or you have no expenses to claim. If you paid for airfare, you will need to fill out a cancelled airfare refund form to attach to your Travel Voucher for reimbursement.