faculty Travel: In-Person Site Visits,  OCI, etc

Once the decision has been made to conduct an in-person site visit or attend OCI:

• Work with your student to set up a time to meet when all parties (CFA, student, preceptor) are free for either a morning or afternoon session of ambulatory clinical hours.

• Complete a Spend Authorization in GMS using the cost center codes below noting the SA reference number.

  • ** Be aware that last minute SA may not be approved in time and may result in the non-reimbursement of your expenses **

  • SA must be submitted in advance of the planned financial transaction. Expenses without an approved SA will not be approved. 

  • Be sure to include attachments for support. Examples include registration brochure showing cost details, pricing quote or itinerary, etc. 

  • When submitting the SA, the start and end date of the SA should roughly reflect the period of time in which the financial activity will take place. 

  • Travel:

    • All travelers must prepare and submit their SA in advance of their trip and make sure that estimates are within the GSA per diem rates (lodging and meals - Per Diem Rates | GSA).

    • Please make sure to follow the GUMC Business Travel Policy or you may not be reimbursed. You can also use this TRAVEL ALLOWANCE CHEAT SHEET to assist you.

    • Please itemize your travel SA as necessary, ensure that your cost estimates are as accurate as possible, and submit it as early as possible. 

• Once approved (you will receive a notification via email and in GMS), plan your travel.

  • • You may make reservations through GU Travel Services if possible. 

• Conduct your site visit, saving ALL related ITEMIZED receipts with required notation.

  • • Depending on the time you have, you may buy lunch for the student and preceptor OR take a snack.

    • You can use the Workday app to start your Expense Report and capture your expenses/receipts in real-time!

• Complete the Expense Report with related itemized receipts in GMS noting the SA reference number. THIS MUST BE DONE WITHIN 60 DAYS OR WILL NOT BE REIMBURSED.

  • • Expense Reports should always have an approved SA linked to the request. 

    • Be sure to review and confirm the worktags, attachments/receipts, total expenses, and attached approved SA prior to submitting the request.

    • If it is the Final Expense Report, be sure to "check" it is the Final Expense Report for that approved SA. This cannot be changed.

    • It is always helpful to include language in the comments section when needed. 

• AFTER AN IN-PERSON SITE VISIT: In Typhon, complete a CFA In Person Site Visit survey to complete your site visit. A hard copy of this form can be used, but must ultimately be entered into the Typhon survey.

Please read the instructions in the CFA Handbook, GUMC Travel Policy, and GMS Quick Reference Guide to ensure that all details for reimbursement are captured.

Mileage reimbursement rates can be found at GU Financial Affairs.

While reimbursement is paid after your site visit, payment for conducting the site visit is disbursed at the end of the term along with your general CFA payment.