Texas Tech University

Travel Request Form

Travel Expense Reimbursement is governed by TTU Operating Policy and Procedure 78.08.

Third-party booking apps (Expedia, Travelocity, Hotwire, etc.) shall not be used; they do not provide the documentation required by TTU Travel Services.

Also, if you haven't already done so, please go into your Chrome River Account and add Marie Hanza, Pat Bela, or Diannah Sholey as a Delegate.  This will allow them to handle travel arrangements and/or create other travel-related documents.  Do not provide a travel request form until you have determined which individual should be added as your delegate; and added them as a delegate.

All TTU/TTUS employees have access to Chrome River.  Access the link through Raiderlink under the Employee Tab>>Important Texas Tech Links>> Chrome River or A&F WorkToolsTab>>Procurement Services>>Chrome River


Please take a few minutes to download the Chrome River Snap App from your App Store. (Google Play or the Apple App Store.)

With this app you will be able to upload a variety of your travel documents.

Chrome River Logo

Using this link will take you to the Dashboard for important travel links. 

When completing this form, please enter N/A as appropriate.

Please add the date when this form was completed and sent.
traveler info
Provide your complete name as shown on your official identification. Especially important when traveling by air.
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If air travel is required for your trip and your delegate is making the arrangements, please provide your date of birth and cell phone number in the below areas.  This information is required by the airlines. 

For those individuals who have made their own flight arrangements or not flying, please enter N/A.

Please enter your date of birth in the following format - mm/dd/year. If not traveling by air or have made your own flight arrangements, enter n/a.
Please enter your cell phone number if your delegate is making your flight arrangements. If you have made your own flight arrangements or are not traveling by air, enter n/a.
Please check if you are with NWI, Renewable Energy or Other.
List name of the individual who approved your travel.
Please select your Lubbock area departure location.
List the street address of where your trip begins. You can claim the mileage to and from the airport.
List the name of your travel destination, city, state, and country, if appropriate.
List the date and time of your departure. If traveling by air, this is the date and time of your departing flight.
List the date and time you are returning. If you travel by air, this is the date and time of your returning flight.
If known, list all FOPs needed to process travel.

Reminder:  Advance requests must be submitted to your delegate in a time frame which allows them to meet the requirement of turning it into TTU Travel Services at least five (5) working days before the trip departure for domestic trips and at least thirty (30) working days before the trip departure for international trips.  Be prepared to provide projected expense for the following but not limited to expenses - airfare, lodging, meals, transportation, car rental, taxi/Uber/LYFT,  and parking.

The amount of the cash advance will be based on the information you provide.

A Cash Advance is only available for amounts of $100 or more. 

Please check your response.
Enter the requested amount of the Cash Advance.

Do not use any third-party apps (Expedia, Travelocity, Hotwire, etc.) to book your flight. These apps do not provide the required documentation needed by TTU Travel Services.

Flights may be booked directly with airlines.

If traveling on Southwest Airlines, the lowest airfares available are by using SWABIZ.  You will need Tech's Company ID to find the best rate.

Provide all flight information to your delegate so it can be included in the travel preapproval and/or expense report.

Use this reference guide when working with SWABIZ.

Enter the amount of the airfare to be booked or booked.
Enter the name of the airline where you booked your flight; or the airline where your delegate should book your flight. Please state if the delegate needs to book your travel.
Enter your member loyalty number, if you have one, and your delegate is making your flight arrangements. If none or made your own arrangements, please enter N/A.

Renting a car? Rental car contract details for Enterprise/National, Avis, Budget, and Hertz are available in the Online Travel System under TTU Rental Car and Hotel Rates.  Students needing a rental vehicle shall call their delegate; do not book a rental vehicle on your own.

If delegate is renting a vehicle for your use, please provide your driver's license number.

Entire Trip Total $

Do you have an Uber account?  If yes, then you can create a business account and link it to your personal account.  Use this link to set up an Uber Business Account. 

If you do not have an Uber account, take a picture in your Chrome River Snap app of your receipt and upload it to your travel account.

Entire Trip Total $

Parking fees may also be part of your trip.  If so, take a picture of your receipt in your Chrome River Snap app and then upload it to your dashboard.

Entire Trip Total $

The State of Texas Comptroller announced that the state mileage rate, effective January 1, 2025, to December 31, 2025, is 70 cents per mile.  This is an increase from the 2024 calendar year rate of 67 cents per mile.

As a reminder, reimbursement for personal vehicle mileage may not exceed the cost of a contracted rental vehicle.  Policy Guidelines for Personal Vehicle Mileage Reimbursement are available here. If mileage reimbursement crosses the end of the calendar year (2024 and 2025), list as two separate line items on the travel voucher and include two mileage calculators with the appropriate rates in order to obtain the correct reimbursement rate.

Please select appropriate response.
Please select the response that best describes how your personal vehicle will be used for this travel.
Enter the address where you will begin your trip.

When booking your lodging, do not use any third-party apps (Expedia, Travelocity, Hotwire, etc.) because they do not provide the documentation required by TTU Travel Services.  

Please check the per diem rates for your destination. USA per diem rates.  International per diem rates.

Using the per diem lodging rate information, please include the estimated lodging expense.    

Always ask for the State Rates when asking about lodging rates.  If State Rates are not available, a TRAVEL EXCEPTION FORM will need to be filled out and signed by the traveler and traveler's department head prior to submission of the Travel Application.  When turning in your receipts, please provide event information showing the event hotel, event agenda, meals provided, etc.

Don't forget, when staying at a Texas lodging establishment, TTU is exempt from sales tax.  Download a copy of the "Texas Hotel Occupancy Exemption Certificate" here.

Enter the estimated expense for your lodging. Check the important travel links at the top of this form to find hotels who have a contract with Texas Tech.
WARNING: Traveler may not be reimbursed the total amount paid for registration if registration is canceled. To assure a full refund of all registration fees, utilize your department p-card.

Select your destination's meal per diem rates using this link. 

On the first and last day of travel, meal per diem is only 75% of the total. 

Meals are not reimbursed if the trip does not include an overnight stay, per IRS guidelines.

Travel Services is emphasizing meals which are provided by the conference/meeting or hotel, can not be included in per diem.  Please provide a conference/meeting agenda.

Check the per diem total for your destination. Using that information, include your estimated expense for meals.
By signing this form, you are authorizing your Delegate to submit a Travel Request Form on your behalf.
 

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