Travel information for HDFS employees

Travel icons

Travel applications and forms must be submitted 2 weeks prior to the first day of travel. For detailed information for planning your trip and reimbursement, refer to the university's Travel and Entertainment Policies and Procedures guide, found at the Travel Services website.

1.Obtain Funding

Faculty

Fill out the online form at Office of the Vice President for Research (OVPR) website.  When filling out the funding request form, include the following HDFS Support Staff info:

Net ID: jeb02011
Name: Janice Berriault
Phone: 860-486-4720
email: janice.berriault@uconn.edu

Once the request for funding has been submitted you will receive a preliminary email acknowledging the request. Once the request is reviewed and approved you (and support staff) will receive an “Official Award Notification” email showing the total $$ awarded for your trip.

Faculty who have funding awards through university accounts:  The department Procard can be used to pay conference registration fees. Please contact janice.berriault@uconn.edu for more information.

Graduate Students

To apply for department travel funding, submit the HDFS Grad Student Travel Fund Application.

Doctoral Students: The Graduate School provides travel funding to support a limited number of doctoral students’ travel to present research at national or international meetings/conferences.  Doctoral Candidates eligible for travel funding from the Graduate School will FIRST exhaust the $750 awarded to them by the Graduate School before applying for departmental funds.

Students who have funding awards through university accounts:  The department Procard can be used to pay conference registration fees. Please contact janice.berriault@uconn.edu for more information.

2.Submit Travel WebForm

Required for:  Booking a flight via Sanditz, all foreign travel, to request a Bradley Parking Pass, and faculty cash advances.  ALWAYS include dates of personal travel on the form.

Complete the Travel WebForm found at the Travel Services website. Select the “PRE-Trip” option and enter the required information. Choose the following options on the form:

  • KFS Processor Unit – CLAS Departments
  • KFS Group – Human Development & Family Studies
  • "Supervisor"– Janice Berriault

If you request a Bradley Parking Permit, it will be mailed to the department if the departure is greater than 5 business days away. Travelers departing sooner than 5 business days will have their parking permits available for pick up at the front desk of Travel Services.  It is the traveler’s responsibility to obtain the parking permit before departure.

Students who are on payroll are eligible to receive parking permits for Bradley International Airport provided that the business travel is related to their employment.  Students who are not on payroll should park at the lowest-cost economy parking lot available, and may be reimbursed (with receipt) for these expenses at the discretion of their departments.

3.Book Your Trip

It is recommended to use the Sanditz Booking Tool at the Travel Services website to book your airfare, train, hotel, and car rental (but not required).  The university will allow business class travel only on international flights with at least one flight segment exceeding 8 hours in duration. ALL business class ticketing MUST be booked through SANDITZ.

Using Sanditz:

  • A pre-trip webform # is required to book your flight
  • Travelers can secure Sanditz bookings with personal credit cards, or up to 3 KFS accounts.  However, OVPR/AAUP award accounts cannot be used to book your flight as they are for reimbursement only and should not be used to secure travel arrangements (see Sanditz FAQs).
  • When special conference or event lodging rates are available, special rate information must be provided to Sanditz at the time of booking (Contact them directly).

Using Outside Vendor:

  • IMPORTANT! – If a traveler books using an outside Booking Agency:  Traveler MUST obtain a Sanditz Booking Tool price comparison for the same flight at the time of purchase!
  • Print out the comparison page and submit it with your receipts – the reimbursement will be capped at the lesser of the two rates.
  • If comparison is not obtained at the time of purchase, it will be reduced to lowest reasonable fare amount at the time of reimbursement processing.

4.Save Your Receipts

Keep all receipts for reimbursement. Detailed receipts MUST show method of payment and zero balance.  

Please DO NOT write on or highlight receipts!  Instead, it is helpful to provide a separate document with a list of expenses you request reimbursement for, and include any special notes or information about your trip that may be helpful to those processing your reimbursement.

REQUIRED for reimbursement:

  • Copy of Funding AWARD, or KFS account number(s)
  • (Faculty) Copy of cash advance letter
  • Conference Registration receipt
  • Airfare/Train/Bus receipt, baggage fees, boarding passes
  • Flight/Trip itinerary (shows departure and arrival times)
  • Taxi/shuttle, Parking, Toll receipts
  • Hotel receipt (Must show YOUR name – if sharing a room ONLY the traveler whose name is on the receipt will be reimbursed)
  • Meal receipts (if not claiming per diem)- MUST be itemized.

If claiming mileage reimbursement- Provide printed MapQuest pages showing TOTAL miles from each of the following:

  1. Home address to Duty Station (campus address)
  2. Place of departure to destination

Foreign Travel- If you choose to calculate your own foreign exchange charges please use xe.com/travel-expenses-calculator, print a copy of the page showing conversion (required backup for reimbursement), and include with your receipts.

5.Reimbursement

Receipts must be submitted no later than 2 weeks upon returning from your trip.

Please DO NOT write on or highlight receipts!  Instead, it is helpful to provide a separate document with a list of expenses you request reimbursement for, and include any special notes or information about your trip that may be helpful to those processing your reimbursement.

DO NOT fill out the POST-trip webform.

Bring receipts and travel documents to Janice Berriault (FSB 115) for review, who will fill out and submit the POST-trip webform.  You will later receive an email with a link to that form for your review and approval.

Claiming partial reimbursement-  Even if you only need to be reimbursed for part of your travel expenses, it is still required to provide documentation showing you attended the conference/meeting  (ex. boarding passes, hotel receipt, conference nametag, etc).

Once your reimbursement packet has been fully processed by Travel Services, UConn will make a deposit to your account on file if you are registered for ACH/Direct Deposit.