BSU/NTC Travel Procedures

All travel will continue to be subject to adherence to guidance and local advisories.

Below are the current travel procedures for employees and students. If registering for a virtual conference with no travel involved, a Travel Request does not need to be completed. You can obtain supervisor approval via email before purchasing. The email should include the details of the virtual conference, including cost and the cost center.

The travel procedures are the same for travel within the US, in Minnesota, and international travel.

Employee Travel

Before travel can occur for faculty or staff, an approved spend authorization is required. Spend authorizations must be submitted through Workday.

After your spend authorization is approved, you must submit a TDX ticket if you want to rent a BSU 12-passenger van. If you do not want to rent a BSU vehicle, make arrangements to rent from Enterprise or use your own vehicle.

Once your trip is completed, a final expense report should be submitted with applicable, itemized receipts. See Workday to enter expenses and upload receipts.

Student Travel

Before travel can occur for students, a Student Travel Request must be completed and approved. Please refer to the below routing section for required approvals.

Attached to this request should be documentation of the conference, meeting or other activity, including the dates (e.g. conference web page, an email confirming a presentation or performance or a description of who you will be meeting with and what activities you will be engaged in). The Travel Request should not be approved without this information.

After your travel request is approved, you must submit a TDX ticket if you want to rent a BSU 12-passenger van. If you do not want to rent a BSU vehicle, make arrangements to rent from Enterprise or use your own vehicle.

After travel, students must submit the Student Expense Report Form with all original receipts attached.

If you purchase an airline ticket, pay a registration fee or incur any other expense related to your travel more than 60 days prior to your trip date, you must submit your paid receipts along with an expense report before the 60-day deadline in order to avoid tax implications. You will be reimbursed for those ‘pre-trip’ expenses and then you will follow up with the remainder of your expenses at the end of your trip.

Forms

When the Expense form opens — download, click ‘Open with Adobe Acrobat DC’

Form Routing Process for Students

Forms are routed from:

  1. Employee
  2. Immediate Supervisor or Department Chair
  3. Director or Dean
  4. Vice President
  5. Special Accounts Coordinator (PDF, PIF, PIG) or President (for international travel)

The form should then be submitted to the Business Services Travel office, box #5.

International Travel

In order to travel Internationally, a Travel Request must be approved. Remember, it will also require the University President’s approval and should have a signed Additional International Travel Form needs to be attached if you are traveling to a country that is under a warning. Faculty or staff will want to ensure the location traveling to is not under a travel warning.

  • You will be reimbursed at the current high cost out of country travel meal rates.
  • Make sure to convert your amounts into US dollars.
  • Receipts are required for all lodging, transportation, conference registration, currency exchange expenses.
  • You cannot be reimbursed for passport expenses. This is personal property and a personal expense.

Travel Contact and Questions

  • Phone: (218) 755-2850
  • Box #5

We hope to answer the usual questions regarding State of Minnesota travel rules. BSU/NTC attempts to secure a fair and reasonable reimbursement for most, but not necessarily all expenses, which you incur on official university business trips.

Please note that BSU/NTC does not make all the rules. Most regulations must be done through negotiations of collective bargaining agreements and legislative process.

Please be sure to visit the IRS Tax Policy on Expenses section to ensure you submit your documents on time to avoid tax!