Pre-approval travel forms

*Travel must be approved in advance. Please keep a copy of your approved travel forms (especially for international travel), as the business office may need to submit those to Payables for reconciliation/reimbursement transactions to be approved.*

International Travel

Faculty/researchers/staff/students: use this online form for international travel approval LAS International Travel Request

The University of Illinois Urbana-Champaign has revised the International Travel Safety Policy (CAM HR-39). The revised policy introduces new requirements and guidelines for university-related international travel.

Campus Required Checklist for all travel abroad

International Insurance: All university employees and all undergraduate and graduate Students participating in University-Related International Travel must enroll in the University-Approved International Insurance. Students, Faculty, and Staff enroll travel at https://safetyabroad.illinois.edu/insurance/enroll/index.html.

  • The University of Illinois System pays the premiums for Faculty and Staff. Undergraduate and graduate Student travel is the responsibility of the student. Units will pay the premium fee for travel conducted in the course of assistantship responsibility. PI's, faculty, and mentors may have funding that they'd like to use to cover student insurance fees. Student travel insurance fees can be found here: https://safetyabroad.illinois.edu/insurance/enroll/

Questions about International Insurance, enrollment assistance, high-risk activities, and related questions may be directed to International Safety and Security at safetyabroad@illinois.edu.

Export Control Policy

The Export Control Policy establishes the criteria and process for university-related travel to comply with Federal export controls. For more information, please visit the University of Illinois Export Control website. In addition, individuals should review the university’s information on managing foreign influence.

Travel reimbursement

Emburse Enterprise Mobile 

US-based Emburse Chrome River app has been upgraded to Emburse Enterprise Mobile and is now available globally! University Payables encourages users to transition to the new Emburse Enterprise Mobile app, as the new app provides the following:

  • Multiple languages to choose from, including currencies, date formats, etc.
  • AI-powered receipt capture and expense categorization
  • Tracking and management of receipts across devices with cloud wallet
  • Real-time alerts
  • Compliance with country-specific requirements by digitizing receipts

Additional information can be found below.

Contact
If you have questions, please submit a Service Request Form to University Payables.

Log-in to Emburse Enterprise with Enterprise ID and Password.

15 Travel - Business & Finance

To assign a delegate (formerly called proxies)

More info from the campus Business & Finance Website:

*DOMESTIC* Per Diem Updates:

As announced earlier this year, the State of Illinois has begun utilizing the domestic per diem rates and rules set by the General Services Administration (GSA). While we are all happy to see the per diem rates increase, a few of the accompanying changes have led to some confusion, so we would like to clarify.

What Stayed the Same?

  • Per diem is allowed for travel days while you are away from your designated workplace.
  • Per diem is only allowed when an overnight stay is included.
  • If a meal was provided to you (conference meals, meal on a flight, business meal with outside guests that you or they paid for, breakfast provided by the hotel, etc.), you must mark those meals as deductions.
  • Employees on travel status must claim per diem.  

What Changed?

  • The amount of per diem you receive is no longer calculated based on travel times.
  • The day you leave your headquarters and the day you travel back to your headquarters should both be marked as a Travel Day.
    • This will provide you with 75% of the day’s allotment.
    • Only mark the first and last day of travel as Travel Days.
    • The 75% rate applies regardless of how much of the day was spent traveling.
  • A $5 incidental amount has been added to your daily total to cover the cost of hotel housekeeping, bellhops, or other baggage handlers.

Helpful Hint: If you are not requesting per diem for a travel day, please note that when requesting your reimbursement.