The Financial Management Team supports employees who travel for university business. This resource explains how to get travel pre-approved, how to pay for expenses, and what documents are required.
General Travel Rules
- All travel requires an approved Spend Authorization before the trip.
- Spend Authorization is required for:
- Any overnight travel within Minnesota
- All travel outside Minnesota
Travel Authorization is NOT required for:
- Travel within 35 miles of your assigned work location
- In-state travel that does not require an overnight stay (However, supervisor approval - email or verbal - is still required).
Additional Rules
- Airline miles or reward points may not be earned on personal accounts when travel is paid with state funds.
- Enterprise Rental Car will provide state rates. Use Corporate Account Number XZ19113 and pay with your PCard.
- Upgrades (hotel, airline, car rental), travel insurance, and personal incidentals are not reimbursable and may not be charged to the PCard
- If travel is funded by a grant, please contact our Grant Accountant for additional requirements.
Before Travel
During Travel
After Travel
Before Travel
Paying for Travel
The University prefers and recommends that employees use a university purchasing card (PCard) for travel related expenses.
- A PCard can be issued to any employee with an approved Spend Authorization (completed in Workday).
- Using a PCard prevents employees from having to pay out of pocket and wait for reimbursement.
- International travel may include exchange rate fees charged by U.S. Bank.
Meals and personal vehicle fuel cannot be paid with a Pcard. Travelers must pay these with personal funds and will be reimbursed based on their bargaining unit daily per diem rate and mileage rates.
Submit Travel Documents Early
All required travel documents must be submitted at least 21 days before travel to allow time for review and PCard processing.
Booking Travel
Travelers may book their own arrangements or use the University's travel management partner, Travel Leaders.
Travel Checklist
All items below must be completed before travel:
1. Spend Authorization (Workday): This form is a request to spend university dollars for travel purposes. Review travel plans and research anticipated expenses. The Workday business function will automatically route to your supervisor to approve the travel according to work schedule, cost center manager for funding approval, and to Finance for final review and issuance of purchasing card.
- Must be completed and approved before any travel arrangements are made.
- If someone else enters it in Workday for you, use this form to provide your travel details.
- Once approved, Financial Management will order a new PCard or adjust the limit on an existing card.
- How to complete a Spend Auth in Workday Video.
Attach the following to your Spend Authorization
- Complete travel agenda
- Special Expense Form (required if any registration fee exceeds $750)
- International Travel forms
- Bargaining unit funding applications, if applicable
2. Receive Approval Notification
Financial Management will send email confirmation that your Spend Authorization is approved. This will include:
- When your PCard will be available
- Your credit limit
- Instructions for using the PCard
During Travel
Supporting Documentation
Keep receipts and documentation for all expenses charged to the PCard, including:
- Airfare receipts
- Hotel folio/portfolio
- Baggage fee receipts
- Rideshare (Uber/Lyft) or Taxi receipts
- Registration confirmations
Receipts must show:
- What was purchased
- Amount paid
- Proof of payment
Meals and incidentals must never be charged to the Pcard.
After Travel
Reconcile Pcard charges in Workday by the 15th of each month. There may be situations where charges need to be reconciled before travel takes place (typically airfare and registration fees). Please complete the reconciliation even if you haven't traveled yet.
Create expense reports to receive reimbursement for personal funds spent. See the specifics of Expense Reimbursements in the Knowledge Base Article. Reimbursement can take 2-3 weeks, depending on date of submission.
Resources
MinnState Procedure 5.19.3 Travel Management
Per Minnesota Statute ยง15.435