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Planning a Trip
Planning a Trip
Using research funds, travel awards, HRDF or department funds?
Using research funds, travel awards, HRDF or department funds?
Follow these steps before booking.
Follow these steps before booking.
Step One: Request Approval
Step One: Request Approval
Email your completed form and all required documents to: dent.finance@ualberta.ca.
*Exception for travel being paid solely by professional expense reimbursement (PER) funds; pre-approval is not required.
*Travel associated with Satellite rotations (students and instructors only) do not require pre-approval. Flights and travel claims will be completed by the department.*
Step Two: Receive Approval
Step Two: Receive Approval
Your signed Travel Pre-approval Form will be sent to you via email.
Your signed Travel Pre-approval Form will be sent to you via email.
You will need to include the approved form as an attachment when submitting your travel claim. If it is not included, your travel claim will not be approved.
Step Three: Book Your Trip
Step Three: Book Your Trip
🛑 All flights* must be booked with a Travel Authorization Payment (TAP) form. 🛑
🛑 All flights* must be booked with a Travel Authorization Payment (TAP) form. 🛑
The U of A will not reimburse flight costs purchased on personal credit cards*. See below for how to book flights. * Exception for travel being paid solely by PER funds.
Next Steps
Next Steps
MANDATORY: Unless using your PER.
Limited cities are available
For more information on the University of Alberta's Travel Process and Expense Procedures:
Need To Know Before You GO!
Need To Know Before You GO!
Registrations can be paid in advance by the finance team if it has been pre-approved.
Maximum gratuity reimbursed for transportation and meals 18%.
No receipts are needed when claiming meal allowance rates (per diem). Meals provided at no additional cost (with conference registration or accommodations) preclude per diem eligibility. Meal allowance rates as per diem Per Diem Worksheet.
Original receipts and proof of payment original itemized vendor receipts must accompany a travel and expense claim (a credit card or debit card slip is not considered an original receipt).
You can not submit your travel expense claim until travel is complete (you have returned from your trip).
2023-06-28-travel-claim-tip-sheet.pdfHow to Submit your Travel Claim
How to Submit your Travel Claim
Planning A Trip Using your PER?
Planning A Trip Using your PER?
No pre-approval is required if 100% of the cost is covered by your PER.
No pre-approval is required if 100% of the cost is covered by your PER.
Expenses must be paid personally
TAP/HAP and UofA credit cards can NOT be used
Familiarize yourself with Eligible expenses for PER reimbursement
Check your PER balance
Submit a professional expense reimbursement claim
*If a portion of your trip will be using department, research or travel award - you will need to follow the steps above and submit a Travel Pre-Approval.*
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