Submitting a Travel Request

Issue/Question

How do I submit a Travel Request?

Environment

•  DocuSign

Resolution

Employee:

1. Provide your department HR SuperUser information related to your travel request

Departmental HR SuperUser

1. Go here to download the latest version of the USD Travel Request 
2. Fill in fields in Travel Request form
   1. Input traveler’s
      1. Banner ID
      2. Last Name first Name
      3. Department
      4. Individual to return approved request to
   2. Determine travel type
      1. If traveler is Faculty or Staff
         1. Continue without questionnaire
      2. If traveler is a student
         1. Student Questionnaire (tab 2) required
      3. If traveling as Faculty with a group of two or more students
         1. Student Questionnaire (tab 2) and list of students required
   3. Input detailed justification/purpose of travel
   4. List destination
      1. If traveling internationally
         1. Input countries where layovers occur
   5. Add prepared program dates
      1. These are the dates the conference, event or meeting are scheduled to occur
      2. If travel is for research or recruiting
         1. Input the conductor dates
   6. Input beginning and end dates of travel
      1. If domestic travel
         1. Allowed up to one (1) day before and one (1) day after event dates
      2. If international travel
         1. Allowed up to two (2) days before and two (2) days after event dates
      3. If those dates fall outside of these allowable dates
         1. It is personal time
            1. Two (2) airfare quotes required
               • One (1) for the allowable dates
               • One (1) for the personal time included dates
   7. Capture required information
      1. Mark method of transportation
      2. Mark method of payment when booking airfare
      3. Mark type of lodging used
         1. If Vacation Rental is selected must complete OSA Vacation Rental Policy Form
      4. Input estimated costs
         1. If Fleet is marked as a method of transportation
            • must input an amount in Other Transportation box
         2. If International
            • Must input amount in International Insurance box
      5. Input index
         1. If multiple indexes are used
            • First index is billed for Direct Travel airfare
         2. If paid directly by the USD Foundation
            • Input USD Foundation
         3. If paid by an outside source
            • Input No Reimbursement
3. Go here to download the DocuSign Print drivers
   Note:  This only needs to be done once
4. Click Print
5. Change the printer to Print to DocuSign
6. Click Print to send (new envelope)  
7. Click Print
8. Click Finish in DocuSign
   Note: You can add documents to the envelope now, here you can upload your supporting documentation
9. Add Recipients to the envelope by filling in the name of the person(s) that need to sign and their email address
   1. The order of recipients should be:
      1. Traveler
      2. Department Head
      3. Dean/Director (If travel is international and/or airfare is greater than $1500.00)
      4. VP (total cost of travel exceeds $3500.00)
      5. Travel and Travel@usd.edu (make sure it is just Receives a Copy not needs to sign)
         Note: Signing order can be changed by  Set Signing Order
10. Add a Message to All Recipients by entering the email subject and email message
11. Click next in the right-hand corner
12. Add Fields by clicking on signature and drag it to the line that needs signing
13. Click date signed and drag it to the date area
14. Click Send in the right-hand corner

Travel:

1. performs a compliance review of the request within twenty-four 24 hours of receiving
   1. If corrections needed
      1. Request is returned to the submitting party with list of corrections
      2. Department makes corrections and resubmits to Travel for approval
   2. If no corrections needed
      1. Travel stamps the request as approved
      2. Stamped request is emailed to the individual listed in the Return TR to field

Travel arrangements can now be made by the traveler or department

Note: International Insurance is administered through the Gallagher International Center

For instructions on how to revise an Out of State Travel Request, go to Revising an Approved Travel Request