Travel & Accounts Payable
Travel
TRAVEL OVERVIEW
The Travel Department is part of Payment Services in the University Controller’s office. Travel staff audits submissions for compliance with current university policies and procedures and processes payments to employees and university guests incurring travel expenses for USF business travel. Please refer to the links on these pages for relevant information, important forms and direction regarding the proper submission of requests.
TRAVEL MANUAL AND GUIDELINES
Travel Manual provides the primary rules for USF business travel.
Best Practices USF Business Travel
FLORIDA STATUTE 112.061
Florida Statute 1001.706(6)(c) specifies that university employees are public employees for the purposes of travel and are bound by the travel requirements laid forth in F.S. 112.061. Most USF travel requirements are based, either directly or indirectly, on the provisions of 112.061.
TRAVEL COORDINATOR
The Travel Coordinator role allows access to travel transactions in Archivum, FAST and travel reports in Power BI.
The Travel Coordinator role is set up to one or multiple GEMS departments, reducing the need to request travel delegate access to each traveler as individuals are hired or leave. A department can have more than one Travel Coordinator.
Travel Coordinator access to Power BI reports helps monitor transactions until fully completed.
Two types of Travel Coordinator access available:
- Delegate capability – An enhanced Travel Coordinator role that allows users to create, submit, modify, delete, and cancel travel transactions in Archivum.
- View only – A basic Travel Coordinator role that provides view-only capabilities and will not enable submission, modification or approval of transaction.
Access may be requested by submitting the form available at link below.
FAST Request for Travel Coordinator
'If 'Delegate Capability' is requested on the form, Travel Rules and Requirements training (FSTTRV) is required, and the acknowledgement received after successful completion of training must be attached to the form prior to submission. See the Travel Training page for enrollment instructions.'
HELPFUL LINKS
Out of State Purchases & Hotel Tax
US Dept. of State - Foreign Meal
Appendix B - Foreign Meal Breakdown
OANDA Currency Converter
TRAVEL FORMS
These forms are required for systems access and set up, Expense Report documentation and other processes in Travel.
FAST Access Request for Travel
Delegate Assignment Request
Temporary Workflow Reassignment
Preapproval for Travel Over 30 Days
Exception to Required Receipt Form
Cash Advance Excess Funds Repayment
TRAVEL LISTSERV
Travel Listserv is used to announce policy updates and changes to procedures to the USF business travel user community.