University-approved Travel (non-course-related)

The general process for department travel is to (1) submit a pre-travel authorization (TA) form and wait for approval, (2) make purchases post-approval using PCards when possible and keeping receipts to request reimbursement, and (3) submit a reimbursement request after your travel is complete (also available as web form). If you anticipate that your travel plans may require additional planning steps, please email your travel coordinator to set up a time to go over any questions. Graduate students will need to contact Courtney Culley courtneyculley@boisestate.edu, but all other travel inquiries should go to Alma Delic almadelic@boisestate.edu. 

TA Form

The TA routing form is designed to help individuals to submit a Travel Authorization to the appropriate department, depending on the funding source(s) associated with your trip. After your TA is approved, you’ll receive an email notification with further instructions. If you’re needing to rent a vehicle for this trip, please see the Rental Vehicles section below.

Expense Reports

The department expense report form should be submitted at the end of your trip. NOTE: There are important deadlines that may result in taxes charged or expenses become non-reimbursable. Submit your expense reports soon after you return. If you have a trip lasting at least 30 days, notify your travel coordinator so they can go over multiple expense report submissions for the duration of your trip.

Verify that you have set up direct deposit and have delegated to your department travel coordinators (Alma Delic and Courtney Culley) in BroncoHub. Failure to complete either of these steps can result in delayed processing for your expense report or payment.

After your expense report is processed by the department, you will receive a notification to approve the submitted expense report. You can approve the expense report either via email or via BroncoHub. Please complete this step as soon as you receive the notification to allow your expense report to continue routing through the approval workflow.

Boise State Travel Policy: 

https://www.boisestate.edu/policy/finance/policy-title-travel/

Expense Planning: Per diem and Lodging Rates

• US Per diem and lodging rates

• International per diem rates

Cash advances

Travelers have the option to request a cash advance for expenses that cannot be paid with a university PCard. This information should be included with the Travel Authorization form, and it will need to be submitted at least three weeks prior to the start of travel.

Additional travelers who are not students or employees

If you have individuals accompanying you on this trip, please notify your travel coordinator and include in your email the extent that the individual will be participating during the trip. Additional consent forms may be required.

Lodging

• Per Boise State Travel Policy 4.9:

  • • "a. Travelers are expected to book a reasonably priced lodging consistent with business requirements.

    • b. Travelers should book lodging through traditional vendors, but when costs would be significantly lower to secure lodging through officially recognized sharing economies, travelers may request exceptions from their department heads or supervisors who will consider both safety and cost before approving alternative lodging arrangements."

• In addition to traditional hotel lodging, the university recognizes that alternative short-term lodging services (such as AirBNB) may also be a better option for your budget and business purposes. Please review the information from the Office of General Counsel regarding the usage of these services. If an owner requires any additional agreements to be signed for the rental, please contact your department so they can confer with the Office of General Counsel.

Personal Travel

If any portion of your trip will involve periods or expenses that do not fall within the scope of the business purpose of your trip, include a business itinerary with your TA form, indicating which periods involve personal travel. University funds CANNOT be used for these expenses, and additional documentation will be required for PCard purchases and expense reimbursements. Please refer to section 4.6 of the Boise State Travel Policy for the required documentation.

International Travel

• Rental vehicle contract requirement applies only to domestic travel, but additional discounts may apply if you’re using Boise State’s contract.

• All foreign travel must be documented in this sheet which will be submitted to Risk Management for review: https://docs.google.com/spreadsheets/d/1lq4TTizuNSrElFwCI-N9Gyq4J-mJWnEbu3m3byFZ0e8/edit?usp=sharing.

• Per the Boise State Travel Policy, “In accordance with the Fly America Act of 1974, U.S. flag air carriers or shippers must be used when traveling or shipping items and the costs are charged to a federally funded sponsored project. Exceptions apply, including Open Skies, which allows for use of air carriers from countries who have transportation agreements with the U.S. government – consult with the Office of Sponsored Programs for details.”