Travel Insurance policies & Procedures – Division of Electrical & Pc Engineering

ECE Travel is liable for deciphering and implementing UF Travel Directives and Procedures; originating journey authorizations; processing expense studies; reviewing all journey receipts; verifying funding sources; and dealing with particular journey preparations for the division.

Updated UF Guidance on Travel

Dean’s approval and the requirement that journey be important are not required. UF’s Travel Office recommends the TripSource website as a useful resource to assist UF school and employees make knowledgeable choices regarding journey restrictions.

*A Travel Authorization shouldn’t be wanted for digital convention registrations. Please e-mail [email protected] with any registration requests or submit your receipt together with funding supply, profit/justification and approval if relevant.*

When touring on official college enterprise, your journey should be licensed and documented prematurely. A Travel Authorization Request Form (TAR) should be submitted even when no journey bills will likely be charged to the college (complimentary journey). We suggest that you just submit a accomplished TAR as quickly as you realize you’ll be touring to make sure an accredited Travel Authorization (TA) has been established within the PeopleSoft system earlier than departure.

With an accredited TA, vacationers might prepay enterprise bills, akin to airfare, registration charge and resort room with a Pcard. Travelers ought to present their private bank card to the resort upon test in to keep away from non-allowable purchases on Pcards. (i.e. meals, mini-bar, room service, motion pictures, web, and so forth.)

Foreign Travel

All Faculty, employees and college students touring outdoors the U.S. on official college enterprise should register their journey with the University International Center (UFIC). After registration with the UFIC is full, please ship a replica of the PDF affirmation from the UFIC to ECE Travel, both by e-mail to [email protected] or by attaching the PDF to your on-line Travel Authorization Request Form. Your TAR is not going to be processed with out affirmation of registration. In addition, in case you are touring with any UF-owned tools (laptops, telephones, tablets and so forth.), please submit a Foreign Travel Request with Asset Management to acquire authorization for the merchandise to be taken out of the United States. They will contact you straight with additional directions. For extra data please go to the Foreign Asset Travel Request Link on the backside of the web page.

Fly America Act

The Fly America Act is a federal regulation requiring that every one journey funded by Federal Agencies (Fund 201) be on U.S. Air Carriers or flights operated underneath a U.S. code share settlement no matter value, comfort, or traveler desire. It is the Principal Investigator’s accountability to make sure that all flights charged to federal grants are in compliance with this regulation.

There are very particular situations for exceptions to the Fly America Act. If your journey meets one of many standards, it’s essential to full the Fly America Act Exception Form. It needs to be correctly documented and pre-approved by the UF Travel Office. An exception request after the actual fact can’t and won’t be accredited by the UF Travel Office.

Flights of Nine Hours or More

On flights of 9 hours or extra, vacationers/originators might improve the category solely with approval from the UF Travel Office BEFORE the ticket is bought. Approval could also be obtained by submitting the Travel Exception Request 9+ Hour Flights Form to the UF Travel Office at [email protected]. Please copy our workplace in your request.

Car Rental

The present State of Florida contract for rental autos is with AVIS/Budget. The state contract mandates {that a} compact car be rented until the traveler offers a signed justification for the need of a bigger car. The state contract with AVIS/Budget consists of the rental class of hybrid autos. Book Avis or Budget reservations via the direct connect link.

For enterprise journey, choose College & Universities and University of Florida to populate our reductions (AWD# and BCD#). For private leases, choose Leisure Travel. You may contact the AVIS/Budget State of Florida Reservation Desk on the toll-free quantity, 800-338-8211.

Renters needs to be ready to offer the codes proven beneath when making a reservation:

When there isn’t a selection however to hire a automotive from a non-contract vendor, the renter can purchase collision and complete protection insurance coverage on the rental car by means of the seller. The renter must also present proof (within the type of a screenshot) that no contract autos had been accessible on the time of renting.

For extra data please go to the rental vehicles directive on UF’s Finance & Accounting web site.

Forms

Helpful Links