Embarking on university-related travel requires a smooth start. At the University of New Orleans (UNO), initiating your business trip involves a streamlined process designed to ensure compliance and efficient expense management. This guide will walk you through the essential steps to properly start your travel arrangements, ensuring a hassle-free experience from beginning to end.
Pre-Travel Authorization: Your First Step
Before making any travel arrangements or incurring expenses, securing a Spend Authorization (SA) in Workday is mandatory. This crucial first step formally approves your trip and allocates necessary funds. The SA must accurately reflect the dates of your UNO business travel. Remember, personal days should not be included within the authorized travel period in your SA. Should your travel extend beyond these approved dates for university business, ensure you obtain approval from your Department Chair or Head. For detailed guidance on completing your SA, Workday Education offers comprehensive instructions available in MyApps.
Booking and Reservations: Adhering to Guidelines
All UNO travel adheres to the State of Louisiana’s official travel guide, PPM-49. Familiarizing yourself with PPM-49 is essential as it outlines the regulations governing all aspects of state-funded travel. It’s the traveler’s responsibility to confirm that all bookings, rates, and expenses align with PPM-49 stipulations. Consult the travel homepage for specific rate details and policy updates.
When it comes to booking flights, conference registrations, accommodation, and rental vehicles, utilizing a state liability travel credit card or UNO’s CBA (Central Billed Account) is required. If you don’t possess a state travel card, reach out to the Office of Accounts Payable. They can assist in arranging payment processing through UNO’s CBA, ensuring your bookings are handled correctly from the Travel Start.
Expense Reporting: Completing the Cycle Post-Travel
Upon your return, the final step in the travel cycle is submitting an Expense Report (ER) through Workday. This ER is vital for documenting all UNO business-related expenses, encompassing personal reimbursements, state travel card charges, and CBA expenditures. Timely submission is key; ensure your ER is submitted within 15 days of your trip’s end date to facilitate prompt and accurate record-keeping. Crucially, link the initial Spend Authorization to your Expense Report within Workday. Attach all necessary itemized receipts and supporting documents to guarantee efficient processing. Step-by-step instructions for completing an ER are also available via Workday Education in MyApps.
Following the submission of your ER in Workday, Accounts Payable will process reimbursements for any out-of-pocket expenses within approximately 14 days. For UNO employees, reimbursements are directly deposited into your designated payroll bank account. Non-UNO employees will receive a physical check via mail. It’s important to note that travel reimbursements for non-employees processed through an ER are not subject to 1099 tax form issuance.
For any inquiries or clarifications regarding UNO travel policies or procedures as you plan your travel start, don’t hesitate to contact the Office of Accounts Payable. They are your primary resource for ensuring a smooth and compliant travel experience.
