Travel

Department of English Travel Procedures

All travel by faculty, staff, and graduate students must follow the University’s travel policies. Please review the guidelines before making your bookings.

FOR FACULTY

BEFORE TRAVEL

STEP 1: OBTAIN FUNDING
  • Apply for travel funding from the Office of the Vice President for Research. Under “Contact Information for Office Support Staff,” type Claire Reynolds.
  • Department members traveling should request travel funds BEFORE taking the trip. Once granted,  keep a copy of your Travel Award Letter, which will be emailed to you.
STEP 2: SUBMIT PRE-TRIP SECTION OF TRAVEL WEBFORM
  • BEFORE traveling, complete and submit the Pre-Trip section of the Travel WebForm. Please enter your name, dates of travel, purpose (ie:  conference), and destination (city and state). The rest of the form will be completed in our office after your return.
  • If you require parking at Bradley International Airport, request a parking pass on the Travel WebForm and one will be sent to you from the Travel Office. Parking expenses from Bradley cannot be reimbursed unless they are in excess of the two weeks provided by the parking services pass. If you have not secured your parking pass within 5 days of your trip, contact Travel at Travel@uconn.edu.
STEP 3: BOOK YOUR TRAVEL
  • Book your travel using the Sanditz Booking Tool on this page or on the Travel Services homepage (do not connect to Sanditz via Google) and save your receipts that show proof of payment. Be sure to follow the travel policies for airfare, car rental, personal mileage, and train travel. When renting a car, you must use Enterprise. For assistance with Sanditz, call 1-877-826-6733.
  • Faculty members whose funding is from award funds such as AAUP and OVPR must secure Sanditz bookings with personal credit cards and apply for reimbursement post-travel.
  • Faculty members with access to funds such as start-ups, UCHI, etc. (separate from AAUP/OVPR) may have Sanditz bill UConn directly for air, hotel, train, car rental, etc., avoiding out-of-pocket expenses, as long as travel does not include any personal time. Before doing this, confirm that you have sufficient funds in the account to cover your expenses.
  • If you do not use Sanditz to book your air, lodging, or car rental, you must provide the page from Sanditz for the same date and time showing comparable rates (But why? Make it easy on yourself and just use Sanditz!). Comparable pages are not required for lodging if you stay at a hotel with conference rates.

DURING TRAVEL

STEP 4: SAVE RECEIPTS
  • During your travel, save all original receipts, boarding passes, etc. Receipts should show proof of payment (e.g. a credit card charge, or proof of cash payment) on the receipt.
  • If your trip includes personal time, you cannot be reimbursed for any expenses on those days. You can only receive reimbursement for travel to and from the business destination.

POST TRAVEL

STEP 5: SUBMIT DOCUMENTATION
  • As soon as possible after travel, fill out the Travel Cover Sheet cover sheet to be sure you have all required documentation for reimbursement. Be sure to include your name, dates, times of departure and return to and from home, destination, and funding source(s).
  • Loose receipts, boarding passes, train tickets, etc. must be organized and taped with transparent tape onto 8½ by 11-inch sheets of paper.
  • If you have receipts in foreign currency, use the link at the bottom of the Cover Sheet to find the exchange rate for each receipt for the proper date. You can do multiple conversions on the same page. Include this currency conversion page with your paperwork.
  • Submit the Travel Cover Sheet with your Travel Award Letter, original receipts, and documentation to Claire Reynolds. Photocopies of receipts cannot be used for reimbursement.
  • Reimbursement requests must be submitted within 60 days of the travel. After 60 days, traveler must complete Exception to Policy form and obtain permission from the Department Head.
STEP 6: REVIEW AND SIGN
  • A staff member will fill out the Post-Trip section of the Travel WebForm using the information and receipts provided and make the travel reimbursement request. This will be emailed to you for approval and electronic signature. Staff will send the completed travel reimbursement packet to the Travel Office for final approval.

 FOR GRADUATE STUDENTS

BEFORE TRAVEL

STEP 1: OBTAIN FUNDING
  • Request travel funds BEFORE taking your trip. Once granted, please keep a copy of the award notification and/or email sent to you to submit with reimbursement receipts.
  • Some travel funds are available through the department to  Graduate English and Medieval Studies students who are presenting at conferences. Contact Charles Mahoney, the Director of Graduate Studies, with a request for funding and a description of your proposed travel.
  • Travel funding is available through the Graduate School for PhD students or students who have completed at least 30 credits of coursework toward their degree and are presenting at a conference.  The information is linked under Financial ‘internal’ on their webpage when funding is available.
  • International Travel.  Education Abroad Program through Global Affairs now has a mandatory requirement for all graduate students traveling anywhere abroad to register with their department.  The $25 registration fee is payable via credit card on the registration form at global.uconn.edu.  Once the insurance application is complete, UConn Global Affairs will enroll you with CISI coverage, the cost of which is covered by the University.
STEP 2: BOOK YOUR TRAVEL
  • Please go to travel.uconn.edu and partially complete and submit the Pre-Trip section of the Travel WebForm;  complete your name, dates and time of travel and conference information.   Expenses do not need to be filled out.  If your trip includes personal time, please indicate “yes” for personal time on the form but you will not get reimbursed for that time.  Traveling anywhere outside U.S. does require the mandatory Education Abroad Approval ID number from Global Affairs.  Only staff can do post-trips for anyone traveling.
  • The following from UConn’s Travel Department:  Please book your travel through Sanditz and save your receipts which show proof of payment. *If you do not use Sanditz to book your air, lodging, or car rental, you must provide the page from Sanditz for the same date and time showing comparable rate.* Be sure to follow the travel policies for airfare, car rental, personal mileage, and train travel. When renting a car, you must use Enterprise.

DURING TRAVEL

STEP 3: SAVE RECEIPTS
  • During your travel, save all original receipts, original boarding passes, etc. Receipts should show proof of payment (e.g. a credit card charge, zero debit balance or proof of cash payment) on the receipts.
  • If your trip includes personal time,  you cannot be reimbursed for any expenses on those days. You can only receive reimbursement for travel to and from the business destination.

POST TRAVEL

STEP 4: SUBMIT DOCUMENTATION
  • As soon as possible after travel, fill out the Travel Cover Sheet cover sheet to be sure you have all the required documentation for reimbursement. Be sure to include your name, dates, times of departure and return to and from home, destination, and funding source(s).
  • Submit the checklist with your original receipts and documentation to Mary Udal in Austin 234. Photocopies of receipts cannot be used for reimbursement.
  • Submit reimbursement requests within 15 days of travel unless otherwise instructed.
STEP 5: REVIEW AND SIGN
  • A staff member (not the Traveler) will complete the Post-Travel Web Form (TWF) using the information and receipts provided from the traveler. The travel reimbursement request will be emailed to you for “traveler approval” with electronic signature (check box).   Staff will send the completed travel reimbursement packet to the Travel Office for final approval.  Checks will be direct-deposited into your account.