International travel for Metro State employees requires additional steps beyond regular domestic travel, described in the University Travel Knowledge Base article. These steps help ensure traveler safety, compliance with state policy, and proper financial approval. This guide walks you through everything you must do before, during, and after your international trip. It is crucial to consult with your Office Manager or department support staff prior to starting to ensure you are following department travel procedures.
Click the links below to see the appropriate steps depending on your stage of travel.
1. Consult with Department and receive approval.
Each department supports their faculty and staff differently. Please consult with your department to determine funding availability and to obtain approval from Dean/Supervisor to proceed with the process.
Office Managers and support staff keep track of available funding and keep track of expenditures. These employees are also familiar with the travel processes and can help ensure all documents are completed correctly. If your Office Managers and support staff assist with entering items into Workday, utilize this form to provide your travel details.
2. Obtain Presidential Approval
All international travel by employees must be approved by the university president. The Special Expense form is the process used to obtain this approval. Your department support staff may assist with this process as well.
Before completing the Special Expense form, you must complete the System Office forms below, with employee signatures, if required. Attach the forms as supporting documentation in the Special Expense form. The President will sign the forms as part of this approval process. When you receive the email notification that the Special Expense form has been approved, you can download the signed copies of your international travel forms, and can proceed to the next steps.
- System Office documents that can also be found here. Do not email to President for signatures. See below for process.
3. Submit a Spend Authorization in Workday.
This form is a request to spend university dollars for travel purposes. Review travel plans and research anticipated expenses, taking into account the fluctuation in exchange rate and approximate 3% international fees on the purchasing card. 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.
- 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 - from Step 2
- International Travel forms from Step 2
- Bargaining unit funding applications, if applicable
4. 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
5. Notify Security Director
Email the following information to the Security Director:
- Your full travel itinerary, including dates and specific locations
- A copy of your passport
- Your emergency contact information
This ensures the university can support you in case of an emergency abroad.
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
- Documentation of daily exchange rates
Receipts must show:
- What was purchased
- Amount paid
- Proof of payment
Meals and incidentals must never be charged to the Pcard.
Check with your Office Manager/support staff to see if they assist with this step.
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