| Transaction |
Preparer |
Traveler |
Traveler’s Supervisor |
Account Manager |
Special: President / Provost / Other |
| Pre-Travel |
| Set up department information on Travel System: eRaider names for traveler(s), supervisor(s), account manager, and preparer. |
X |
X |
X |
X |
|
| Traveler defines purpose of trip for official state business and prepares expenses estimate for approval. |
|
X |
X |
|
|
| Submit travel application worksheet through department channels to notify preparer of key information: eRaider, Social Security number; destination; dates of travel: begin/end; explanation and purpose/benefit statement; and expenses estimate. |
X |
X |
|
|
|
| Identify account for travel charges. |
X |
|
X |
X |
|
| Verify availability of funds. |
X |
|
|
X |
|
| Obtain internal, departmental, or institutional approvals as required. (International travel requires special pre-approvals.) |
X |
|
X |
X |
X |
Request a Transportation Request (TR) (for airline)? (Yes/No)
Request Travel Advance? (Yes/No) |
X |
X |
|
X |
|
| Prepare Travel Application |
X |
|
|
|
|
| Purchase airline tickets: contract rate? Lowest cost? Travel agent? |
X |
X |
|
|
|
| Make hotel reservations: use contract hotels or prepare documentation for Travel Services for exemption (on state accounts) to submit with voucher. |
X |
X |
|
|
|
| Reserve rental car, if needed: use contract vendors only. Rent in name of Texas Tech University & traveler. |
X |
X |
|
|
|
| Obtain hotel tax exemption certificate for in-state lodging. |
X |
X |
|
|
|
| |
| Transaction |
Preparer |
Traveler |
Traveler’s Supervisor |
Account Manager |
Special: President / Provost / Other |
| Travel |
| Hotel: If traveling in Texas, give the hotel a tax exemption certificate when you check in. Do not let hotel charge state tax on invoice. Traveler will not be reimbursed for Texas state tax. |
X |
X |
|
|
|
| Use State Travel Card to obtain state contract rates and discounts. |
|
X |
|
|
|
| Car rental: do not accept the optional liability coverage—this is covered by the state contract. You will not be reimbursed for this expense if it is charged. |
|
X |
|
|
|
| Tips, gratuities, and alcohol are not reimbursable expenses. |
X |
X |
|
|
|
| Collect receipts*: hotel, airfare, registration, meals, rental cars, and incidental business use charges. (Note: some departments require receipts on all reimbursable transactions.) |
|
X |
|
|
|
| Hotel receipt must show the name and location of the hotel, dates of the stay, itemized charges, and a $0 balance to indicate the account is paid. |
|
X |
|
|
|
| |
| Transaction |
Preparer |
Traveler |
Traveler’s Supervisor |
Account Manager |
Special: President / Provost / Other |
| Post-Travel |
| Turn in all receipts within two working days of trip completion. Provide documentation for any missing receipts.* |
|
X |
|
|
|
| For multiple trips, keep the receipts separate for each trip. The receipts must match the destinations on the Travel Application. |
X |
X |
|
|
|
| Process Travel Voucher and attach appropriate receipts and approval documentation (for international travel). If non-contract hotel was used and trip is funded with a state account, include travel exemption form. |
X |
|
|
|
|
| Review Travel Voucher for accuracy. Make any corrections before it is submitted to Travel Services. |
X |
X |
|
|
|
| Make copies and obtain signatures for approval. |
X |
X |
X |
X |
|
| Submit Travel Voucher to Travel Services, MS 1107, or Drane Room 221. |
X |
|
|
|
|
*Departments, divisions, and/or colleges may establish receipt requirements more stringent than state law or institutional policy requirements. 
