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FHSS

TravelGuidelines

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 (3-4 weeks at least) by filing the appropriate TP (Travel Plan) through the Extensity system.
  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. Notification, 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, etc.. Please spell out acronyms used.

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

Professional Development Leaves (PDL)
Any faculty approved for a PDL must work with Michael Nelson, the college controller, on the funding for the leave. A special account exists in the college for tracking PDL expenditures and that will be made available to faculty before they go on a PDL. Funding is based on the approved budget in your PDL request. Where possible expenditures will be tracked and reimbursed through the Travel Extensity system. Please don’t hesitate to call Michael Nelson, extension 2-8192, with questions.

Faculty Consolidated Accounts (20-XXXXXX Accounts)
The Faculty consolidated accounts are the 20-XXXXXX operating units designated by an individual faculty name. The accounts are for tracking research awards, grants, stipends, etc. and the associated expenditures. Special accounting rules apply to these funds and faculty should work directly with Michael Nelson or Marilyn Webb. Expenditures should never exceed the available funds. Deficits will have to be explained and covered within 60 days. The accounts will be monitored by the college controllers offices as a means of assisting faculty in their fiduciary duties related to their accounts.

When an individual faculty has received several grants for research proposals which have been deposited in the 20-account, it may be appropriated to work with the department secretary, Michael Nelson or Marilyn Webb on ways to track the expenditures for each different project.

College Controllers
The college controllers, Michael Nelson and Marilyn Webb, serve as a resource for the college including all faculty, department chairs, directors, and department secetaries in taking care of budget and other accounting issues. Please do not hesitate to call with questions or if you need help in anyway.
Michael Nelson 938 SWKT Phone 2-8192 men@byu.edu
Marilyn Webb 934 SWKT Phone 2-2152 marilyn_webb@byu.edu