The purpose of this guide is to clarify which scenarios in ProTrav require a trip to be created and linked, and which ones do not. When a trip is required, it should be created and approved before any charges are incurred.
Regardless of the purpose of the trip, anytime a UNI staff or student is traveling on University business beyond the city limits of Cedar Falls a trip should be created, even if no reimbursable expenses are incurred. Any trips within the city limits of Cedar Falls that incur reimbursable expenses will also need to have a trip created.
If multiple staff members are traveling together, any expenses that are shared must be split and linked to each staff member’s trip (i.e. hotel room, meal, taxi, etc).
When the purpose of a staff member’s travel is to chaperone a student group, the staff expenses should be coded as student travel (61210/61510/61810). One trip may be created for the entire group as Group Travel, as long as the roster of attendees is attached and the individuals will not be seeking reimbursements.
Team Travel object code is used when staff and students are traveling together for competition purposes (i.e. athletics, debate). One trip may be created for the entire group as Group Travel, as long as the roster of attendees is attached, and the individuals will not be seeking reimbursements.
*A trip will still need to be created if a staff or student is traveling to this event outside of Cedar Falls, whether or not personal expenses are incurred for reimbursement.
Quick Reference: Trip/No Trip | ||
Scenario | Trip | No Trip |
Staff, student, non-staff travel expenses: | ||
| Conference Registration (on or off-campus) | X | |
| Hotel room/lodging | X | |
| Airline travel + agency fees | X | |
| Train, bus, airport shuttle, taxi, uber | X | |
| Rental car, Fuel (rental car) or mileage (personal vehicle), parking, tolls | X | |
| Individual meals while in travel status | X | |
| Passport, visa fees | X | |
| Registration for a webinar/on-line course requiring no travel (64010) | X | |
Staff retreat/workshop held off campus*: | ||
| Rental of facilities where event is held (63250 or 63520) | X | |
| Group meals purchased for attendees (63250) | X | |
UNI hosting a conference/workshop for students or non-staff attendees*: | ||
| Rental of facilities where event is held (63240 or 63520) | X | |
| Group meals purchased for attendees (63240) | X | |
| Activity participation or entrance fees as part of event (61950) | X | |
| Hotel room/lodging of attendees | X | |
| Transportation to event or mileage reimbursement for attendees | X | |
Representing UNI at events (i.e.: fairs, exhibits, etc.)*: | ||
| Rental of exhibit booth/furnishings (63540) | X | |
| UNI sponsors table at event in Cedar Falls and staff attend (purpose is to sponsor event/advertise UNI) (64010) | X | |
Student group activity, with valid business purpose/justification (i.e.: going to a movie, escape room, Pella Tulip Festival)*: | ||
| UNI is transporting students to activity | X | |
| UNI is organizing activity, but is not transporting students (63270 or 64010) | X | |
Hospitality meal that includes both staff and non-staff guest: | ||
| Candidate interview meals, recruit meals, guest speaker meals, etc. | X | |
Business meal that includes both staff and non-staff attendees*: | ||
| Business meal held either local, or during staff travel (63230) | X | |
| Staff attends luncheon/dinner in Cedar Falls to luncheon/dinner in Cedar Falls to represent UNI | X | |
Rental truck + fuel | ||
| For the sole purpose of moving equipment (63540) | X | |
| For moving equipment as part of a trip that includes other travel expenses | X | |
If you have any questions about traveling for trips, please contact Business Operations at 319-273-2162 or email payables@uni.edu | ||