The Travel Process

The Travel Process is a collaboration between the travelers and their respective departments, the Travel Office, and the Treasurer's Office. Each of these entities has their own requirements and responsibilities.

Pre-Travel Process 

Post-Travel Process 

Auditing Travel-Related Expense Reports   

  • Once all prior routing has occured, the expense report will arrive to the Travel Office/Expense Partner's Workday inbox.
  • The Travel Office will review the expense report.
    • The Travel Office makes every effort to review Expense Reports within  fifteen (15) days of receipt to the Expenses Partner Workday Inbox. If the Expense Report is Sent Back for correction, the  fifteen (15) days will begin again when it reaches the Expense Partner InBox. 
  • If there is an error with the expense report, it must be addressed before the Travel Office can move forward.
  • If an error is found, the Travel Office sends the expense report back electronically (via Workday) to the individual or department for correction. Note: if an error can be resolved without sending the expense report back, the Travel Office will address the issue.
    • Common errors include: missing receipts, missing justification for flights purchased under fourteen (14) days before travel, failure to provide fully itemized receipts, missing explanation/justifications for uncommon expenses, missing justification for exceeding the GSA hotel allowance, and one employee claiming the expenses of another, etc. 
    • Once the errors are fixed, the expense report can be resubmitted in Workday.
  • If the expense report is payable, the Travel Office/Expense Partner will settle the report.
  • If there are "Personal" expenses on the expense report (items not allowed), an invoice will be created will be due immediately. 

Helpful Documents

Employees may use the following worksheets and submit them to their departmental administrator (with all required documentation), who will enter the spend authorization and/or expense report.