Complete the COS Travel PreApproval Request (TAR) form.
This is your best estimate of your travel expenses and does not need to be exact. It is better to estimate high if funding permits. If you are unsure of how to complete the form, make an appointment with your TPC and they will assist you. Include on the TAR if you are sharing any expenses with another traveler. Example: sharing a hotel room.
STEP 1: Email the TAR and any supporting documentation to cos.financebusiness@ucf.edu
Please also include:
- Conference or Meeting information- screen print including location and dates is fine.
- Trip itinerary if travel is for activities outside an organized conference or meeting.
- Any additional documentation for your trip if applicable:
- Group Travel Roster (see group travel page)
- If traveling on Federal Grant funding you must comply with the Fly America Act
- Lower price is not a permitted exemption
- If you are requesting an exemption complete the UCF Fly America Act Exception Form
STEP 2: Complete Travel Authorization Petition (TAP) and Travel Safety Registration.
STEP 3: Send approved TAP and Travel Safety registration to cos.financebusiness@ucf.edu
STEP 4: Your TPC will create a Spend Authorization (SA) for your trip in Workday
Once the SA is approved you may make your travel arrangements or work with your TPC or supervisor who will use their UCF Expense Card to make arrangements for you. Check Workday notifications or wait for an email from the TPC for notification that the SA is approved before making purchases.
It is recommended that we pay for most items with a UCF Expense Card to avoid out-of-pocket expenses. We can typically pay for Registration, Airfare, Hotel, Car Rental, Presentation Materials, and Visas. Items like Meals and Parking will be reimbursed.
Travel expenses charged to a personal credit card cannot be reimbursed until the conclusion of the travel.
Note: If your supervisor or TPC pays any travel expenses for you on a UCF Expense Card they must be reconciled within 20 days, even if you have not yet traveled. The cardholder will need to reassign the Expense Card charge to you in Workday. Please assist them with this by providing them with any receipts you receive and requesting that they reassign the charge to you.
During Travel
Ask for and retain receipts for:
- Hotel (folio)
- Baggage Fees
- Rental Cars
- Rental Car gas and tolls
- Taxi/Ride Share (tips capped at 20%)
- Parking
- Local Tolls (may be printed from your toll account)
Digital receipts are encouraged. Scan all paper receipts. Saving one receipt per page will speed up processing.
No receipts are needed for:
- Meals: please submit flight times or travel itinerary so meals can be calculated
- Mileage: please provide a map with the mileage listed
After Travel
Email all receipts to cos.financebusiness@ucf.edu
- Please indicate in your email what was paid on a UCF Expense Card and what needs to be reimbursed. The TPC will review your SA to ensure your expenses were approved.
- The TPC will complete currency conversions if needed.
- All items must be entered in US dollars.
- Charges to your UCF Expense Card in other currencies will automatically be converted, no need to alter the charge currency.
- The TPC will calculate the Foreign Meal Allowance
- Foreign meal allowance follows US State Department guidelines and may change each month.
- If you choose to prepare the EXP yourself, please use the worksheet(s) for the month(s) of your travel found under Travel Payables on the Financial Affairs website.
Note: If your supervisor, a staff member, or TPC paid any travel expenses for you they will need to reassign the Expense Card charge to you in Workday. Please assist them with this by providing them with any receipts you receive and requesting that they reassign the charge to you.
Reimbursements are paid once your Expense Report (EXP) is fully approved.
Note: Per the University’s Accountable Plan all reimbursements should be completed within 60 days or the charge or end of travel, whichever is later.