Travel – Grads

History Department Travel Procedures

All travel by faculty, staff, and graduate students should follow the University’s travel policies. Please review the current guidelines before making your bookings.

 FOR GRADUATE STUDENTS

BEFORE TRAVEL

STEP 1: OBTAIN FUNDING

  • Request travel funds BEFORE taking your trip. Once granted, please keep a copy of the award paper or email sent to you.
  • Some travel funds are available through the department to Graduate Students who are presenting at conferences. Requests for funding can be submitted through the History Department Graduate Student Application for Travel Aid.
  • Other funding opportunities, such as the Doctoral Dissertation Fellowship, are available through the Graduate School.

STEP 2: SUBMIT PRE-TRIP FORM (IF REQUIRED)

  • The Pre-Trip Travel form is now only required when:
    • You need a Bradley Airport Parking Pass
    • You are requesting an Advance
    • You are traveling Internationally
  • If you are traveling under one of the above three circumstances, please submit a Pre-Trip Form AFTER receiving travel funding approval but BEFORE traveling. Click “Pre-Trip” at the top of the page and fill out all required information.
  • The Pre Trip Form MUST list the KFS account numbers (called on the OVPR award form “Financial Account Numbers” under “Fund Source for Travel”) – these numbers should be listed on your travel award email. Or if you are using an approved department account, provide that information.

 NOTE: If your pre-trip form does not list the KFS numbers, it cannot be approved!

STEP 3: BOOK YOUR TRAVEL

  • Book your travel and save your receipts which show proof of payment. Be sure to follow the current travel policies for airfare, car rental, personal mileage, and train travel. When renting a car, you must use Enterprise via Sanditz.
  • IMPORTANT MESSAGE REGARDING AIRFARE BOOKINGS: 
    • UConn encourages travelers to use Sanditz to book their airfare:
      • If the traveler books their airfare with another service — such as Orbitz, Kayak, Southwest.com, etc. — the traveler must provide a comparable quote from the Sanditz system for the SAME TIME AND DATE that the airfare was booked by another provider. The quote from Sanditz should show that the price was the same, or lower, than another booking agency.
      • Travelers can now charge airfare directly to their own credit cards with Sanditz.
      • AAUP/OVPR travel awards MUST charge travel to personal credit cards and apply for reimbursement. Airfare cannot be charged directly to AAUP/OVPR travel award accounts.
      • Travelers who are charging their funds to start-up or other department accounts can use Sanditz to charge the account directly for air, hotel, train, car rental, etc., avoiding out-of-pocket expenses, as long as travel does not include any personal time. Before doing this, confirm that you have sufficient funds in the account to cover your expenses.

DURING TRAVEL

STEP 4: SAVE RECEIPTS

  • During your travel, save all original receipts, boarding passes, etc. Receipts should show proof of payment (e.g. a credit card charge, or proof of cash payment) on the receipt.
  • If you require parking at Bradley International Airport, please request a parking pass using the Pre-Trip Form and one will be sent to you from parking services. Parking expenses from BDL cannot be reimbursed unless they are in excess of the two weeks provided by the parking services pass.
  • If your trip includes personal time, you cannot be reimbursed for any expenses on those days. You can only receive reimbursement for travel to and from the business destination.

POST TRAVEL

STEP 5: SUBMIT DOCUMENTATION

  • As soon as possible after travel, please submit your original receipts and documentation to the Graduate Program Assistant. Photocopies of receipts cannot be used for reimbursement.
  • Fill out the Travel Checklist cover sheet to be sure you have all required documentation for reimbursement.
  • Please submit reimbursement requests within 60 days of the travel.
  • You do not need to fill out the Post-Trip travelweb form. This will be done by office staff for you using the information you provide on the travel checklist.

STEP 6: REVIEW AND SIGN

  • A staff member will fill out the Post Trip Form using the information and receipts provided and make the travel reimbursement request. This will be sent to you for approval and signature. Staff will send the final travel reimbursement packet to the Travel Office for final approval.