Reimbursement Tools & Links
Travel-Related Tools & Links
- SSW Travel Policy
- University Travel Policy
- University Employee Relocation Policy
- University Travel FAQs
Prepaying Travel-Related Costs
Travel Order Form (Air/Train): The University has a travel agency that helps support the booking of airfare and train fare. This allows you to pick your preferred travel dates/times and they will assist in finding flights and securing your ticket. Payment is made directly to the travel agency using your SSW funding source. This is a great way to coordinate your travel without having to use your personal funds up front.
- Check out the list of University Approved Travel Agencies
- How to request cash advances
Hotel Costs: As needed, Business Services is able to pre-pay hotel costs prior to the trip being made. Please provide the travel information three to six weeks prior to your travel so we can ensure payment arrives in a timely manner.
Emergency Out-of-Pocket Expenses: Out-of-pocket (non-travel related) expenses should be ordered through the University's purchasing channels. However, there are extraordinary and emergency circumstances where an item must be purchased immediately. In these cases, please keep all receipts/order information and contact Business Services for next steps regarding the submission of an expense report.
When traveling outside of the U.S., the University's travel policy requires you to register the trip with Risk Management, so you will be able to access emergency medical care if needed. You can find additional details regarding the process here.
For additional questions, please don't hesitate to contact us.