Travel Reviews

Travel Services will perform Travel Reviews in accordance with an established schedule. Travel Services will contact university departments and schedule an appointment to visit the department to review travel documentation. The purpose of the visit is to review the documentation to ensure compliance with university travel and other relevant university policies such as follows: 

  • Travel Approval
  • Travel Expense Statement Documentation including Receipts
  • Travel Card Management System Online Updates
  • Travel Card Transaction Logs and Receipts

The Travel Review also provides an opportunity for Travel Services representatives to answer questions about travel policy and preparation and retention of required documents. Prior to the department visit, the department will be provided with a list of trip numbers and cardholder information that will be reviewed, so that the visit is facilitated and the documentation readily available.

Travel Services will perform Travel Reviews in university departments according to an established schedule. A Travel Services representative will contact the department to schedule an appointment. The purpose of the visit is to review travel documentation including: Travel Approvals, Expense Statements, Travel Card Management System online updates, and Travel Card Transaction Logs to ensure compliance with university travel and other relevant guidelines, and university policies and procedures that govern the Travel Card program.

The Travel Review also provides an opportunity for the Travel Services representative to answer questions about travel policy as well as preparation and retention of required documents.

A letter confirming the date and time of the visit is sent to the department, which includes a list of traveler names, trip numbers, and cardholder names that will be reviewed at the time of the visit.

In order to facilitate the visit, the following action should be taken by the department representative.

  • All travel documentation should be retained in department's central file.
  • All Travel Expense Statement documentation, including itemized receipts, must be available.
  • The traveler's handwritten signature must be provided on the Travel Expense Statement if the traveler did not provide electronic attestation on the Travel Expense Statement.
  • Itemized receipts must match each expense on the Travel Expense Statement, and receipts must be attached to the proper Travel Expense Statement.
  • There must be a Travel Card Transaction Log for each cardholder that is signed and dated by the cardholder and authorized reviewer.
  • Itemized receipts and the Diners Club statement must be attached to each Travel Card Transaction Log.
  1. Travel Services communicates with the "unit contact" to schedule a Travel Review.
  2. Travel Services sends the "unit contact" and "department head" a letter confirming the scheduled date and provides a list of the information that will be reviewed at the time of the visit.
  3. Travel Services sends the department written summary findings within one week of the department visit.
  4. The department is given two weeks to provide the action items due.
  5. If all action items have been provided, Travel Services sends a "final" letter advising that the Travel Review is closed.
  6. If the department has not provided the action items by the deadline date, Travel Services sends another letter to the "unit contact" and "department head."