FHSS Travel Guidelines

1. University Travel Policy and Guidelines in the University Electronic Handbook are the basis for approved travel in FHSS. The Extensity system is to be used for all travel plans and expense reimbursements – contact the college controller or department secretary for assistance with this program.
2. All Travel to be reviewed and initially approved by the College Controller's Office and then forwarded to the respective Department Chair or Director for final approval.
3. Any international travel must be approved well in advance of departure using the FHSS International Travel Approval Form.  This form must be filled out and signed by the traveler and respective department chair or director.  The completed form will then be sent to the Dean’s Office for approval.  Upon signature approval by Dean’s Office the form will be scanned and sent electronically to the appropriate department.  This form should be on file before any travel plan (TP) or expense reimbursement (ER) is approved.
4. Dean and Controller will review travel and reserver the right to question or cancel any trip based on policy, budget restraints, Church or University travel restrictions, etc. Notifiaction, by e-mail, will be given immediately.
5. Travel expense reimbursement (ER) requests should be filed by traveler within ten days of return as per University policy. All receipts should be placed in appropriate envelopes and forwarded to College Controller’s Office, 938 SWKT. This receipt packet will be forwarded to Travel Office upon review unless otherwise directed.
6. All airline and other commercial travel should be arranged through the BYU Travel Office and paid for by the traveler using his/her BYU corporate travel card. If travel arrangements are paid for and the trip is denied there will be no reimbursement and the employee will be expected to pay for all related costs.
7. Expense reimbursements and Corporate Travel Card charges not cleared within 60 days of travel will be added to the taxable wage of the employee. Personnel will be notified by email and phone as the 60 day mark approaches.
8. All Expense Reimbursements (ER) and Travel Plans (TP) submitted must have in the notes a reason for the trip, conference attending, and destination. Please spell out acronyms used.

Please do not hesitate to contact Michael Nelson, 2-8192, with questions or concerns.