Business Office

Travel Procedures

All travel related expenditures are guided by the USF Travel Manual.
For more travel information please visit the USF Travel Website.

Before any travel related expenditure transaction, a fully approved Travel Authorization (TA) must be in place. To submit a travel request through the Business Financial Shared Services please use this link. SUBMIT TRAVEL REQUEST.

Traveler Responsibilities

  • Review and abide by the USF Travel Manual
  • Submit new electronic travel request 5 days prior to first date of travel. (Director Approval and justification is needed otherwise)
  • Retain all original receipts pertaining to travel expenditures
  • Submit all receipts and necessary documentation to BFSS ,within 3 days of last date of travel

Pre-Travel Process (Travel Authorization)

  1. Faculty and/or Office Manager submits Travel Request via the BFSS Portal
  2. BFSS recieves the Travel Request and sets up Travel Authorization in Archivum
  3. Supervisor reviews Travel Request and approves in Archivum.
  4. Expense Manager reviews Travel Request and approves in Archivum
  5. Archivum informs Traveler and Office Manager when Travel Authorization is fully approved.

Post-Travel Process (Expense Report)

  1. Once travel is complete, Traveler submits all original receipts to BFSS within 3 days following the last date of travel.
  2. BFSS works to create a Expense Report in Archivum
  3. BFSS contacts Traveler to sign Expense Report in Archivum
  4. BFSS submits Expense Report in Archivum
  5. Supervisor reviews and approves Expense Report in Archivum
  6. Expense Manager reviews and approves Expense Report
  7. Travel Office reviews and approves Expense Report
  8. Traveler receives reimbursement if applicable

Frequently Referenced Travel Notes

  • Airfare
    • USF will only reimburse for 2 checked bags
    • USF will only pay for coach/economy, NOT first or business class. Business class is only allowed if the flight includes one leg that is 8 hours or more.
  • Auto Rental
    • Contract Vendor – Budget/Avis - The preferred way to book a rental car is through the State of Florida Avis Budget Group Portal. USF employee travelers should use Avis Worldwide Discount (AWD) code A113400 or the Budget Corporate Discount (BCD) T417600 code for business and leisure rentals
    • Tolls SHOULD be paid in cash
    • Department Office Manager MUST be informed of any traffic citations
  • Lodging
    • For domestic lodging, justification in Archivum Travel is required if the nightly hotel cost per person (including taxes and fees) exceeds $250.
    • No overnight stay permitted if destination is within 50 miles of USF
    • Must provide itemized hotel receipt (Also referred to as a Folio)
    • Traveler pays for all room service and similar incidentals
  • Meals
    • Meal allowances are only permitted if there is an overnight stay
    • If meal is provided (i.e. at a conference) traveler cannot claim meal allowance for that meal
  • Mileage
    • A travel authorization is not needed for mileage only (unless the employee is going to a conference or a convention)
    • A travel request form MUST be submitted for repayment for any mileage reimbursement
  • Prior Travel Authorization Requirement
    • A travel authorization should be completed and fully approved before paying for any travel expenses
  • Unfunded/Self-funded Travel
    • Even if USF is not paying the travel expenses for a USF employee conducting USF business, a Travel Request form must be submitted to the CDAP Business Office for liability purposes.

Other USF Travel documents related to travel

USF Travel Pocket Guide

Delegate Signing Authority to an Alternate Job Aid