Travel Process Overview

The business travel process is a collaboration between travelers, their departments, suppliers and partners, and Procurement and Payment Services. 

Booking Individual Travel

Before Travel

• Read the Travel and Business Expense Policy to familiarize yourself with travel definitions, procedures, and allowable expenses. Travel Program Trainings are also available via Teams. Please note that departmental policies and/or externally funded projects can be more restrictive than this policy.
  • Airfare Summary
  • Lodging Summary
  • Rental Car Summary
• Apply for a university-issued Travel Card. Travel Card is the preferred payment method for faculty and staff business travel expenses. Personally paid expenses will not be reimbursed until after a trip is complete.
• Become an Approved Driver if you anticipate needing to rent a vehicle.
• Submit an Authorization Request for trip pre-approval in Ignite Expenses. Authorizations are recommended for all employee travel occurrences, but required for:
  1. International travel
  2. Trip total of $1500 or greater
  3. Travel funded by sponsored programs (e.g., grant, federal subsidies, etc.)
• Book travel in Concur or by contacting a CTP agent. 
  • Please note that even if a Travel Arranger or Travel Assistant will be booking travel on your behalf, your Concur profile must be updated and all required fields completed. A credit card is required for booking.
• Authorized travelers participating in international travel are required to follow the Global Safety and Security Policy and register travel with the University’s security provider. For more information, contact the Center for Global Engagement.
• Print helpful documentation before trip departure.
  • Texas Hotel Tax Exemption 
  • Out of State Hotel Exemptions
  • Essential Vehicle Forms

During Travel

• Retain receipts/expense documentation during the trip. Receipts are required for all lodging expenses and business travel expenses $59 or greater.

After Travel

• Submit Expense Report(s) in Ignite Expenses.
  • Attach the approved Authorization to each accompanying expense item.
  • Travel Card transactions flow into Ignite automatically, with some transaction information pre-populated for easier reconciliation. Travel Card Reconciliation Job Aid
  • Personally paid expenses will need to be manually created in Ignite. Creating an Expense Report Job Aid
• Receive reimbursement for approved travel expenses.
  • Travel Card holders must use the reimbursement to pay the Travel Card balance in PaymentNet.