1. Accounts Payable Presentation
International Travel
Study Abroad
Professional Development
Conferences

2. Travel Department
Maricarmen Ramirez- Accounting Group Supervisor X 4609
Patricia Jackson – Accounting Specialist X 4628
Vanessa Limon – Accounting Assistant – Travel Authorizations X4618
Brenda Del Toro Aleman – Accounting Assistant – Travel vouchers, mileage encumbrances X4656
Travel webpage:

3. International Travel – Study Abroad and Professional Development
Start Planning Your Study Abroad or Professional Development Program -
Planning processes begins at the department level at least 1 ½ years prior to
travel. After the study abroad or professional development program has
been approved a pre-authorization travel packet is completed.
Business Office Travel Process:
Faculty Study Abroad Coordinator submits the pre-authorization travel packet to the Business Office
Business Office submits the packet to Travel Committee for preliminary approval

4. International Travel – Study Abroad and Professional Development (continued)
International Travel Committee submits recommendation
Packet is returned to the Faculty Study Abroad Coordinator
Faculty Study Abroad Coordinator Process:
Students recruited
Program meets enrollment requirement
Complete BO-0600 Travel Authorization for approval by Division VP
Submits approved BO-0600 to Business Office
Business Office prepares Travel Committee recommendation memo and submits packet to Dr. Reed’s office for Final approval

5. International Travel – Study Abroad and Professional Development (continued)
If approved by Dr. Reed, form BO-0600 and supporting
document packet is returned to the Business Office
Business Office s the approved travel documents to the Faculty Study Abroad Coordinator
The Purchasing Office completes the flight reservations through travel agency.
Business Office processes all other vendor payments (hotel, registration, etc.) and employee advances including per diem prior to travel dates
Upon return, traveler submits an approved Travel Voucher with itemized receipts (include conversion rates), and cashier receipt for any left over monies deposited.

6. International Travel - Conferences
International Travel requires Travel Committee review and Dr. Reed approval.
Exceptions: Mexico, Canada, U.S. Possessions
Travel Authorization
Requires Approval from Supervisor, Dean, Division VP
Requires BO-1100 International Travel Justification Form
Travel Abroad Acknowledgement Form
Conference Agenda and Registration information
Flight quote
Lodging reservation and W-8 form for hotel
Complete Travel Authorization is Submitted to Business Office
Business Office submits travel packet to Travel Committee for recommendation
After recommendation, the Business Office prepares Travel Committee memo and submits it along with the Travel Authorization packet to Dr. Reed’s Office

7. International Travel – Conferences (continued)
Once approved by Dr. Reed, packet is returned to the Business Office
Business office notifies Department of approval and submits travel authorization to Travel Office
Travel Office reviews and submits packet to Accounts Payable
The Purchasing Office completes the flight reservations through travel agency.
Business Office processes all other vendor payments (hotel, registration, etc.) and employee advances including per diem prior to travel dates
Upon return, traveler submits an approved Travel Voucher with itemized receipts (include conversion rates), and cashier receipt for any left over monies deposited.

8. Travel Best Practices
Please fill out the documents completely and accurately to expedite review and payment
Please submit the current IRS version of W-8 form for all lodging, registration, and entry fees to expedite review and payment
Please remember that all international travel documents require extra approvals (travel committee, Dr. Reed, etc.) so plan accordingly
Please call us if you have questions regarding payment
THANK YOU