University of South Florida (USF) College of The Arts (CoTA)
 
   
 

CoTA Travel Procedures

CoTA Business Office Travel Contact
Sandra Zambrano - 974.3973 - londono@usf.edu
All travel related expenditures are guided by the USF Travel Manual.
For more travel information please visit the USF Travel website.

Before any travel related expenditure transaction, a fully approved Travel Authorization (TA) must be in place. To begin the TA process, please follow the instructions listed below in the Pre-Travel Process or click go to my.usf.edu and enter Travel Request in Archivum. 

Traveler Responsibilities:

  • Review and abide by the USF Travel Manual
  • Submit new electronic travel request  5 days prior to first date of travel. (Director Approval and justification is needed otherwise)
  • Retain all original receipts pertaining to travel expenditures
  • Submit all receipts and necessary documentation within 3 days of last date of travel

Pre-Travel Process (Travel Authorization):

  1. Faculty and/or Office Manager submit Travel Request via Archivum
    • If off campus go login to vpn.usf.edu using your NetId and password
    • Go to my.usf.edu and login using your NetID and password
    • Under Business Systems, select Archivum
    • Under Actions, click Create Travel Request
    • Fill in all necessary fields
    • Once submitted, the travel request will follow the internal workflow until fully approved.
  2. Office Manager reviews travel request and submits to Business Office no less than 5 days before first date of travel.
  3. Supervisor reviews Travel Request and approves
  4. Business Office reviews and makes note of Travel Request
  5. Expense Manager reviews Travel Request and approves
  6. Archivum informs Traveler and Office Manager when Travel Authorization is fully approved

Post-Travel Process (Expense Report):

  1. Once travel is complete, Traveler brings all original receipts to Business Office within 5 days following the last date of travel.
  2. Business Office works to create a Expense Report
  3. Business Office contacts Traveler to sign Expense Report
  4. Business Office submits Expense Report
  5. Supervisor reviews and approves Expense Report
  6. Expense Manager reviews and approves Expense Report
  7. Travel Office reviews and approves Expense Report
  8. Traveler receives reimbursement if applicable

Frequently Referenced Travel Notes:

  • Airfare
    • USF will only reimburse for 2 checked bags
    • USF will only pay for coach/economy, NOT first or business class.
  • Auto Rental
    • Contract Vendor – Enterprise and National
    • Contract Reference #: ZZ42D09
    • Tolls SHOULD be paid in cash
    • Department Office Manager MUST be informed of any traffic citations
  • Lodging
    • Justification needed for lodging over $200 (If conference hotel, then "conference hotel" can be used)
    • No overnight stay permitted if destination is within 50 miles of USF
    • Must provide itemized hotel receipt
    • Traveler pays for all room service and similar incidentals
  • Meals
    • Meal allowances are only permitted if there is an overnight stay
    • If meal is provided (i.e. at a conference) traveler cannot claim meal allowance for that meal
  • Mileage
    • A travel authorization is not needed for mileage only (unless the employee is going to a conference or a convention)
    • A travel request form MUST be submitted for repayment for any mileage reimbursement
  • Prior Travel Authorization Requirement 
    • A travel authorization should be completed and fully approved before paying for any travel expenses.
  • Unfunded/Self-funded Travel 
    • Even if USF is not paying the travel expenses for a USF employee conducting USF business, a Travel Request form must be submitted to the CoTA Business Office for liablity purposes.

Other USF Travel documents related to travel:

Missing Receipts Form

Preapproval Form for Travel Over 30 Days

USF Travel Compliance Form

Travel Exception Signature Request Form

Non-Employee Profile Creation Request Form (select one from below)

CoTA Business Office - Travel Contact

Name: Sandra Zambrano
Email: londono@usf.edu
Phone: 974-3973
Office: FAH 136
Mailpoint: FAH 110

 

Business Office