The University of New Orleans Travel site was created to assist travelers with their business travel needs. Please take this opportunity to become familiar with this site prior to departure.
Completion of Spend Authorizations
Spend authorizations should include all travel expense items that the traveler intends to be University expensed or reimbursed. Those items not included on the spend authorization will be disallowed charges and will not be reimbursed. The traveler should be mindful to request hotel overage and/or if the traveler intends to stay at the hotel hosting the conference and would like to use the hotel conference rate, it also needs to be noted in the memo/justification section on the Spend Authorization for audit purposes.
If an emergency occurs, where the traveler cannot travel and someone must travel in his/her stead, then the substitute traveler must email his/her supervisor for approval before travel. Once approval is given, the traveler must initiate the spend authorization the day of travel and upload the emails with the supervisor’s approval in Workday. Please note that if this travel has not run through budget check and if there are no funds available, then the traveler runs the risk of not being reimbursed for any out-of-pocket expenses.
Timely submission of expense reports
Expense reports should be processed timely after travel. All travel expense reports with cash advances, must be submitted no later than 15 days after the last day of travel. In order to avoid issues with the monthly closing of the books, please complete routing the expense report with all necessary approvals through channels in the month that the expense report was created.
Travel occurring at the end of the current fiscal year or crossing fiscal years If travel begins in May and ends in August, for example, then those spend authorization expense items that are paid by the CBA or State credit card (i.e., airfare, hotel, vehicle rental, etc.) in May or June must be put on an expense report and will be booked in the general ledger in the old fiscal year. All other incidental charges relating to May or June that were on the spend authorization and not charged on the CBA, should be booked in the old fiscal year. The final expense report will be put in the new fiscal year upon returning from the trip (e.g., August or September) to be expensed in the new fiscal year. If your travel begins in July, for example, then all expense items that were approved on the spend authorization before June 30, will be expensed in the new fiscal year. Please print out the approved spend authorization and upload it into Workday in the new fiscal year.
Airfare, Lodging, Conference Registration Fees, and Vehicle Rentals must be paid via the State Liability Travel Card or the University's CBA. Authorization to use a different method of payment must be approved prior to purchase, and exception request are made through the Office of Accounts Payable. A reimbursement will not be issued without prior approval.
Policies and Guides