BSU/NTC Travel Procedures
Effective June 1, 2021, approval of individual employee requests for domestic travel will return to the president or their designee. All travel will continue to be subject to adherence to guidance and local advisories.
Below are the current Travel Requests & Employee Expense forms. Both are fillable. 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.
Before travel can occur for faculty, staff or students, a Travel Request or Student Travel Request must be completed and approved. Please refer to the below routing section for required approvals.
Attached to this request should be documentation of the conference, meeting or other activity, including the dates (e.g. conference web page, an email confirming a presentation or performance or a description of who you will be meeting with and what activities you will be engaged in). The Travel Request should not be approved without this information.
Once your trip is completed, a final expense report should be submitted with applicable, itemized receipts. See the sections on ‘Employee Expense Report’ and ‘Receipts’.
If you purchase an airline ticket, pay a registration fee or incur any other expense related to your travel more than 60 days prior to your trip date, you must submit your paid receipts along with an expense report before the 60-day deadline in order to avoid tax implications. You will be reimbursed for those ‘pre-trip’ expenses and then you will follow up with the remainder of your expenses at the end of your trip.
Form Routing Process
Forms are routed from:
- Immediate Supervisor or Department Chair
- Director or Dean
- Vice President
- Special Accounts Coordinator (PDF, PIF, PIG) or President (for international travel)
The form should then be submitted to the Business Services Travel office, box #5.
- Travel Request (updated 6/1/21)
- Student Travel Request (updated 6/3/21)
- Employee Expense Form (updated 8/11)
- Student Expense Report Form (Individual)
- Student Expense Report Form (Clubs & Organizations)
When the Expense form opens — download, click ‘Open with Adobe Acrobat DC’
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!