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

All student travel must be approved prior to travel.

  1. Requests must be submitted in the form of a Workday spend authorization and completed by:
    • Academic Travel – faculty/staff member organizing the travel.
    • Club/Organization Travel – club advisor or the Hobson Memorial Union staff. Please see the Beaverlink Student Organization Resource Hub for more information.
  2. The following information must accompany all requests:
    • Student travel roster listing all students who will be traveling
    • Documentation of the travel-related activity/event that includes the date(s) and location. 
    • Travel-related expenses (prepaid via employee’s P-card or anticipated to be paid by the student(s) and reimbursed.)
  3. After the travel-related spend authorization is approved, you must submit a TDX ticket if you want to rent a BSU 12-passenger van. Note: All drivers must complete the  Vehicle Use Agreement form before the reservation is submitted. Approval is valid for 12 months.
  4. If students incur reimbursable travel-related expenses (before or after travel), students must submit a reimbursement request:

Note: Expenses paid prior to travel (airline ticket, registration fee, etc.) must be submitted within 60 days of purchase to avoid tax implications.
 
Forms

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!