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Travel Procedures

An overview of the key steps in the spend authorization and expense report processes are summarized below, with each step linked to detailed explanations of required procedures. Each traveler is accountable for understanding and following these procedures.

Travel


Travel Process Steps

Step 1. Submit a Spend Authorization in Workday

More information is available in Workday:

  • Sign in to Workday
  • Go to the NSHE Workday Training module/worklet​ (the blue circle with the question mark)​
  • Click on the NSHE Workday Training Quicklink item
  • Type "Expenses" in the search bar
  • Scroll down ​and click on the "Create Spend Authorization" document

Visit GSA's website to locate appropriate lodging and per diem rates (see: Lodging and Per Diem).

Choose the least expensive method of travel.

If mileage reimbursement is the only expense, proceed to creating an expense report.

Step 2. Within 15 days of completion of trip: submit Travel Expense Claim form

More information is available in Workday:

  • Sign in to Workday
  • Go to the NSHE Workday Training module/worklet​ (the blue circle with the question mark)​
  • Click on the NSHE Workday Training Quicklink item
  • Type "Expenses" in the search bar
  • Scroll down ​and click on the "Create an Expense Report" document

For team or group travel, follow the same procedures, whether expensed individually for each member of group or by one employee for whole group, when used for travel with students (see: Team or Group Travel).

Combine guest speaker, independent contractor and accreditation travel costs into the overall contract or honorarium whenever possible, rather than a travel-specific reimbursement (see Guest Speaker, Independent Contractor and Accreditaton Travel).

Document that no personal expense is charged to the College when combining College business and personal travel (see: Combining College Business and Personal Travel).