As always, faculty, staff, and students who travel internationally should complete the Travel Notification form provided by University Risk Management. The notification facilitates the University's ability to access and timely deploy emergency resources and support. Availability of these emergency resources may be limited in international destinations subject to travel warnings, sanctions, or other unpredictable circumstances. The University does not guarantee availability of resources.
In addition to completing the notice you will have an opportunity to briefly sign up for the U.S. State Department’s Safe Traveler Enrollment Program (STEP). When you enroll in this program the U.S. State Department will send you text alerts related to travel safety and security. The text alerts will automatically cease when your travel ends.
As a result of the current emergency situation, we understand that many travel plans have been altered significantly. It is the University's intent to for all employees, students, and non-employees to be made whole, based on established limits, for costs incurred as a result of this. We do request you cancel all reservations and obtain refunds prior to submitting a reimbursement request. Once your reservations have been cancelled and expenses determined please submit your travel reimbursement requests as you normally would as if the trip had happened. One change to the normal process is that Illinois State will be accepting electronic copies of receipts and approvals. In order to timely process your payment, it is critical that you review your submission carefully and include everything. We also strongly urge you to enroll in the electronic payment process in order to avoid delays in receipt of your funds.
Below is some additional guidance on travel processing. If you have specific questions, please e-mail Travel@IllinoisState.edu.
Yes. Student reimbursements will be given top priority. Appropriate documentation and approval is required for processing.
Receipts showing payment of expenses are required. During this time period copies, paper or electronic, are acceptable. It is the responsibility of the traveler and approver to ensure the charges are accurate.
All non-essential travel is prohibited at this time. No booking of travel is allowed without VP approval.
Our goal is to process reimbursements within 30 days. In order to expedite processing, submission of appropriate documentation is critical. Please review all receipts and information closely prior to submission. For faster receipt it is highly recommended that everyone enrolls in ACH – Electronic payment processing. Details on how to submit a Travel voucher are available on the Comptroller website.
The current process will remain in place for distribution to your campus location. It will be the responsibility of the employee and department to obtain the check.
The department and individual employee will be responsible for tracking unused travel expenses. This credit may result in usage by the employee or someone else in the department. If, at a later date, the University is able to seek reimbursement for unused travel from a governmental or insurance program, we will reach out to fiscal managers for this amount.
Yes. Carryover of travel credits to the next fiscal year and Strategic Budget Carryover (SBC) of unused travel budgets is allowed and will follow normal practice.
Yes, provided all approvals are obtained. The process is:
The department should keep the original receipts. This will minimize the handling of paper and associated health risks at this time. Once processes return to normal a final determination will be made.
Yes. Due to staff working remotely this may cause delays.