Travel FAQ's
Frequently Asked Travel Questions
1. To which bank account will my cash advance and expense reimbursement be deposited?
Cash advances and travel reimbursements for university employees are deposited directly into the bank account designated for refunds and reimbursements in your Workday payment elections. You can view or update your payment elections through the Workday Expenses Hub.
2. I found a lower airfare online. May I book it myself?
Before purchasing airfare online, contact Purchasing and Travel at 801-422-3872 and speak with a travel agent. The agent will compare the online fare with fares available through the university's travel system and contracted vendors.
If Purchasing & Travel cannot match the fare, the agent will provide written approval via email for you to purchase the ticket yourself. Attach a copy of that approval email and the airfare receipt to your expense report.
3. Do I need a spend authorization if there is no cost to the university?
Yes. A spend authorization serves both as approval for travel and as authorization for travel status. It also helps establish applicable travel insurance coverage.
A spend authorization is not required only when the trip does not include an overnight stay and does not involve commercial transportation.
4. Can I be reimbursed for meals if my trip does not include an overnight stay?
Under certain circumstances, meal reimbursement may be allowed for same-day travel. If you leave home very early in the morning and return late the same day, and your travel exceeds a normal workday, you may qualify for reimbursement.
To be eligible, you must be away from home for at least 12 hours. Reimbursement is limited to actual meal expenses supported by receipts and may not exceed the applicable per diem allowance.
5. Can multiple travelers be included on the same spend authorization?
Employees traveling to the same destination should each submit their own spend authorization and expense report.
For student group travel, the designated employee serving as the group leader should complete a single spend authorization for the group. The names of participating students should be listed in the Justification section or attached as a separate document.
6. Can I use a credit card statement as a receipt?
No. Credit card statements do not provide the level of detail required for reimbursement. Acceptable receipts must include:
- Date of transaction
- Vendor name
- Amount paid
- Itemized description of the purchase
- Form of payment
If a receipt is missing, contact the vendor and request a duplicate copy. Most vendors can readily provide replacement receipts.
7. I lost a receipt from my trip. Can I still be reimbursed?
University policy requires receipts for:
- Travel expenses over $50
- All purchasing card transactions, regardless of amount
Contact the vendor and request a duplicate copy of any missing receipt. Most vendors can readily provide replacement receipts. If you are unable to obtain a duplicate receipt after making reasonable efforts, complete a Lost or Missing Receipt Affidavit and upload it in place of the missing receipt on the corresponding expense report line item.
8. I plan to drive instead of flying. How do I calculate my travel estimate?
Complete an Airfare Equivalency Worksheet to determine the lower of the following two amounts:
Airfare Equivalent
- Estimated airfare (obtained from a Travel Office agent)
- Round-trip transportation to and from the airport
- Airport parking
- A $40 allowance for ground transportation at the destination
Actual Mileage
- Round-trip mileage between Provo and the destination
- Reimbursement calculated using the current mileage reimbursement rate
Attach the completed worksheet to both the spend authorization and the expense report. Reimbursement will be limited to the lower of the two amounts and should be claimed using the Airfare Equivalency expense item.
9. I need to pay for my conference fee and hotel deposit before I travel. What should I do?
You may submit multiple expense reports under the same approved spend authorization.
Include the conference registration fee and hotel costs on the spend authorization for the trip. Create an expense report from the spend authorization and list the registration fee payment and hotel deposit as line items. After the trip concludes complete another expense report and include remaining trip expenses.
10. Should I purchase additional insurance for a rental car?
Domestic Travel
Additional car rental insurance is not required and is not reimbursable.
International Travel
Travelers should purchase additional rental car insurance when renting vehicles internationally. These insurance costs are reimbursable.
11. What is TSA PreCheck, and how do I obtain it?
TSA PreCheck allows eligible travelers to move through airport security more quickly and conveniently by using expedited screening lanes.
Before applying, check with your department to determine whether there is a business need for TSA PreCheck and whether the department will cover the associated cost.
Several TSA PreCheck enrollment options are available. For additional information, visit the TSA PreCheck website.
Updated June 10, 2026