International Travel
International travel is defined as travel to all destinations outside the United States or its territories.
You must get prior written approval for traveling abroad by:
- Creating a Spend Authorization in Workday (faculty and staff only)
- Travel Request Form (students only)
A Student Travel Request Form is not required for students participating in semester abroad and faculty-led programs.
Keep in mind that:
- A travel request must be fully approved before travel may begin and before expenses may be incurred
- Itemized receipts or invoices are required for all purchases
- You must convert your reimbursement amounts to US dollars
Travel Advisories & Safety Concerns
Travel to locations with a US Department of State Travel Advisory of a level 2 or higher require additional information on the Travel Request Form.
Travelers must report any changes in status to the level of Travel Advisory to the University immediately upon notification before and during the trip. International travelers are also responsible for meeting any requirements as published on Travel.State.Gov and the Centers for Disease Control and Prevention websites before leaving for international travel.
Under System Procedure 5.19.3, Part 10 Subp.F, the University President is authorized to suspend system-related international travel at any time— including while it is in progress— if significant health or safety concerns arise.
Individuals who are authorized to travel internationally are responsible for maintaining contact with appropriate system officials to permit communication in the event of such a situation.
Department of State registration will be required to facilitate the official communication about safety and conditions abroad by enrolling in the Department of State Smart Traveler Enrollment Program (STEP).
Purchases for Faculty-Led Programs
University-issued credit card is the preferred method for making purchases while traveling during faculty-led programs.
US Bank credit cards are to be used for credit purchases whenever possible (i.e., lodging, group meals, museum tickets, etc.).
If a US Bank credit card is declined on a transaction, call the number on the back of your US Bank credit card:
- Inside the US: +1.800.344.5696
- Outside of the US: +1.701.461.2010
Merchants credit cards are to be used for cash advances and/or in the case of an emergency.
If a Merchants card is declined on transaction:
- Monday-Friday 8-5pm CST: Call +1.507.457.1114
- Non-business Hours: Call +1.800.423.7503 (the number on the back of the credit card)
Any receipts from the Merchants Bank credit cards will need to be reconciled alongside the cash advance receipts.
All Merchants credit card and cash advance receipts need to be physical copies.
If you are distributing cash to your students for meals, please use a roster to how much the student was given and have the student sign next to the amount.
If you are concerned with losing the physical receipts required, you may take pictures or copies of the receipts.
When you reconcile the Merchants credit card, you will need to have physical versions of those copies or the original receipts. Electronic receipts will not be accepted.
Apply for Credit Cards
Submit a Create Request form in Workday to request a US Bank credit card.
To get a Merchants credit card, you must:
- Already have an approved US Bank credit card
- Have a need for cash while on the trip
- Have approved Travel Requests for their faculty-led programs
The Study Abroad Office will email the Travel Office to request the Merchants credit cards be ordered for the faculty leading faculty-led programs. The faculty members will be included on the email from the Study Abroad Office.
A few weeks prior to the program’s departure, the Study Abroad Office will contact:
- the Travel team about the Merchants credit card limit
- the Purchasing team about any changes to US Bank credit card limits
Receipts & Reimbursement
When purchasing goods or services, credit card holders must make every effort to obtain an itemized receipt or have the vendor sign one in the paper receipt book issued. If this was impossible, please email the Travel Office to get more information about the receipt affidavit process.
If your receipts do not fully convert to the amount charged to your credit card, discuss with the Study Abroad Office as they will approve if the difference in amount is acceptable.
Contact the Travel Office or the Study Abroad Office if you have questions.
Employees must submit an Expense Report in Workday to be reimbursed for approved purchases made on their personal credit card while traveling.
Supervisors must approve Expense Reports by June 4, as that is the deadline for fiscal year 2024 in anticipation of implementing Workday. Any Expense Reports for travel submitted or approved after June 4 must be resubmitted through Workday in July.