Guest/Candidate Travel Policies and Procedures

It is the responsibility of the Host Department to submit a completed Guest Travel Authorization Form (PDF) to the Director of Finance for approval at least 2 weeks prior to the scheduled visit if:

• The Host Department is reimbursing travel expenses only.
• The Host Department is paying an honorarium and reimbursing travel expenses, totaling up to $3,000.00.

Note: The duration of business related travel should be kept to the minimum time necessary to conduct "official business" and allow reasonable travel connections.

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All honorariums are considered taxable. A request for payment of honorarium and reimbursement of expenses must be submitted separately. A Health Center Invoice (Vendor Payment Voucher) Form CO-17 (PDF) needs to be submitted for each category.

If the Host Department is paying an honorarium only and it’s $3,000.00 or less, the department must submit a Health Center Invoice Form CO-17 to the Director of Finance (MC 5330) for approval at least 2 weeks prior to the scheduled visit.

If the Host Department is paying an honorarium and reimbursing travel expenses (to the guest or on behalf of the guest), totaling more than $3,000.00, a fully executed Personal Service Agreement must be processed before the guest's arrival. It is the responsibility of the Host Department to submit a Contract Information Sheet (PDF) to the Office of the Director of Finance (MC 5330) for approval at least six 6 weeks prior to the scheduled visit so that a Personal Service Agreement can be generated. View the Contract Information Sheet Procedures or contact the Grants and Contracts Department at 860-679-2414 for more information.

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Expenses should be limited to those costs essential to the guest’s visit. The following are the general guidelines and limits of the travel expenses. The reimbursement should be processed on a Health Center Invoice (Vendor Payment Voucher) Form CO-17 (PDF).

Airfare

Coach fare is required: If airfare is purchased through a Health Center contracted agency and is to be paid for with Health Center funds, check the appropriate box on the Guest Travel Authorization Form (PDF). This form must be submitted to the Director of Finance (MC 5330) three (3) weeks before the scheduled visit, or within three (3) business days of booking the airline reservation, whichever is earlier.

Airline reservations for Health Center Guests may be made through our contracted travel agencies.

If a guest does not wish to purchase his/her airline ticket and be reimbursed:
The Department may purchase the ticket. The Guest Travel Authorization must indicate that the UConn Health Center will purchase the ticket, and then be submitted to the Director of Finance 3 weeks before the scheduled visit, or within 3 business days of booking the airline reservation - whichever is earlier. A copy of the approved Travel Authorization will be sent directly to the Bursar's Office for processing by the Office of the Director of Finance.

If the guest purchases his/her own airline ticket:
Send the completed Guest Travel Authorization Form to the Associate Vice President of Finance (MC 5330) at least 2 weeks before the scheduled visit for approval.

Mileage

Is reimbursed at the current government standard allowable rate.

Car Rental

Car rentals are permitted if absolutely necessary. The request must state the approximate mileage if a rental car is requested. Department members are encouraged to provide transportation for guests.

Note: Request "government rate."

Meals

The maximum is $50.00 per day with receipts, for the guest only.

Lodging

The lowest available single rate is offered. Please check the list of hotels in the area we have contract agreements with. A Hotel Reservation Form (PDF) must be submitted along with a Purchase Requisition (PDF) at least 3 weeks in advance. Please be sure to review the Hotel Procedures.

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Worldtek Travel
111 Water Street
New Haven, CT 06511
Phone: 1-800-257-8343

Note: When booking airline tickets with our Travel Agents it is important to indicate that you are from the UConn Health Center, Farmington Campus. This will reduce errors that have been made in distributing tickets to the wrong campus location. There have been instances where a ticket was sent to Storrs instead of Farmington simply because the Travel Agent assumed the caller was from Storrs.

Effective July 1, 2003, airline tickets can not be booked or charged to UConn Health Center account through Worldtek Travel for individuals under Personal Service Account until the agreement has been fully executed. The executed agreement must be faxed to the Bursar's Office within 24 hours of booking tickets.

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A Guest Travel Authorization Form (PDF) is required. The approval of the Guest TA is administered by the Director of Finance (MC 5330).

The Director of Finance will review all requests. When the request has been approved or disapproved, the TA will be returned to the originating department within three days.

A copy of the approved Guest TA must be attached to the Health Center Invoice (Vendor Payment Voucher) Form CO-17 (PDF) with the appropriate receipts when submitted for reimbursement.

Follow the instructions below to complete the Guest Travel Authorization Form.

Department or Search Committee

Name of the department sponsoring the guest and the department telephone number.

Guest Host

Name of the guest host or the individual who submits this request and his/her office location.

Guest Name, Social Security Number (SSN) and Citizenship

Name, Social Security Number of the Guest, also check the appropriate box for Citizenship. For a Non Resident Alien - an Alien Information Collection Form must be completed.

Business Purpose of Visit to Health Center

Purpose of the guest's visit.

The Guest Will Be Traveling From

The city and state which the guest will be traveling from.

Scheduled Visit Dates

The dates of the scheduled visit

Itemized Costs

The itemized travel expenses:

• Air fare: Round trip air fare.
• Lodging: Total cost of lodging, the daily rate and the number of nights. Do not include taxes.
• Meals: Non­employee meal allowance rate is $50.00 per day with receipts.
• Dinner with Guest: Indicate how many attendees
• Rental Car: Total cost of renting a car.
• Honorarium: Enter amount to be paid to the guest.
• Mileage: Enter total round trip mileage.
• Other: Specify other travel expenses which related to the guest's visit.

Total Paid to Guest

Must not be $3000.00 or over. If so a Contract Information Sheet must be generated instead.

Total Paid for Guest

This line indicates the total cost paid directly by UCHC

Account Coding

Account Coding of the total travel expenses to be charged. NOTE: The 1172 Grant Coding may not be used unless specifically authorized by awarding agency policy and the Office of Grants and Contracts. See Grants and Contracts Website.

Department Head Signature and Date

Signed and dated by the Department Head or Search Committee Chairperson.

Director of Finance Signature

If the request is approved, it will be signed and dated by the Director of Finance. Name and Mail Code of Preparer

Person in the originating department, who prepares the form, should fill this section in.

Any questions on preparing the Guest TA should be directed to Roberta Shemms x 3934 - Travel Office.

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