IDigBio Travel Guidelines

Overview

iDigBio seeks to provide travel support to eligible invitees to our events, which include workshops, symposia, conferences, and training programs. This wiki page documents travel guidelines for all iDigBio internal (staff, faculty, students) and external (guest) travelers.

>>>> All travel processed by iDigBio must comply with the UF GO travel directives ! <<<<

iDigBio Travel Team

The iDigBio Travel Team is here to help you with your iDigBio-related travel questions and processing. Team members can also act on your behalf as a Delegate in UF GO. Please feel free to reach out!

• Lauren Cohen, Deputy Project Manager with iDigBio at the University of Florida: Assists with travel logistics, creating Persons of Interest (POI), Travel Requests, and Expense Reports.
• Jesse Grosso, Deputy Project Manager with iDigBio at the University of Florida: Assists with travel logistics, creating Persons of Interest (POI), Travel Requests, and Expense Reports.
• David Jennings, Project Manager with iDigBio at the University of Florida: First-level approver of Travel Requests and Expense Reports.
• Gil Nelson, Project Director with iDigBio at the University of Florida: Cost Object Approver for Travel Requests and Expense Reports.

Key Resources

• UF GO Travel & PCard System
• UF GO Travel Directives
• UF Travel FAQs & Resources

General Guidelines

Travel Request (TR)

Travel Requests (TR) in UF GO are used to plan, organize, estimate costs, and request approvals for iDigBio-related travel. Travel Requests are required and must be completed and approved before departing and/or making any travel arrangements.

Expense Report (ER)

Reimbursement requests for travel expenses are submitted through an Expense Report (ER) in UF GO. Expense Reports should include all costs incurred during iDigBio-related travel, regardless of whether paid directly by the University (e.g., Air Card, PCard), a third party, or the traveler (e.g., personal credit card) and must reference the associated Travel Request. Reimbursements may only be made after travel has been completed. Expense Reports must be submitted within 30 days of trip completion.

Cost Comparison

Any trip that includes costs for upgrades, convenience, personal travel, and/or combined business travel will require a cost comparison to ensure that iDigBio is not paying for costs unrelated to or unallowable while travelling on official UF business. This includes personal extended stays at the business location, personal deviations to a non-business location in conjunction with official business travel, and non-reimbursable travel upgrades. The cost comparison must be obtained through UF GO or the University’s authorized travel agent at the time of booking to validate the reimbursable business-only portion of the fare. Cost comparisons must be included as supporting documentation on the Expense Report when personal travel or upgrades are included.

Booking Travel

All iDigBio-related travel must be booked through UF GO or the University’s authorized travel agent unless a documented exception is obtained from the UF Travel Office. Please work with the iDigBio Travel Team as your delegates to ensure compliance.

Travel & Transportation

All iDigBio travelers are to choose the most practical and economical mode of transportation and are generally to travel the most direct route. Consideration should be given to the total cost to iDigBio, considering the time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required.

Lodging

All iDigBio travelers are to choose the most practical and economical lodging. Justification is required if the single room rate exceeds the maximum lodging amount per the applicable GSA Per Diem Schedule.

Meals

Meals not provided as part of an iDigBio event will be reimbursed according to State of Florida Statute 112.061 : $36/day = $6/breakfast + $11/lunch + $19/dinner.

Ground Transportation

Reimbursement will be provided for transportation between hotels, railroad stations, airports, restaurants for business meals, workplaces, meetings, or other documented locations associated with the official business travel. Ground transportation to and from a restaurant for a non-business meal or for other personal reasons are not reimbursable.

Registration Fees

If registration fees are required for the iDigBio-related event, the Expense Report must include a copy of the conference/meeting/workshop agenda as well as a copy of your completed registration form showing the amount of the registration, what was included in the registration fee (meals, lodging, etc.), and the method of payment used.

Internal Travelers (iDigBio staff, faculty, students)

This section details travel guidelines for iDigBio staff, faculty, and students at the University of Florida (UF). The most comprehensive information about work-related travel for UF employees can be found on the UF Travel Information website. The information below summarizes the most relevant details for iDigBio staff, faculty, and students. Expand this section by using the [Expand] link below on the right.

Additional Resources

• Delegate Travel Request Form
• Delegate Travel Expense Report Form
• UF GO Toolkit
• Resources for the iDigBio Travel Team
  • Redmine Travel Request Information

Delegates

The iDigBio Travel Team can act on your behalf as Delegates in UF GO to help you create Travel Requests and Expense Reports that are compliant with iDigBio's and the University's travel policies and guidelines. It is highly recommended that you use the iDigBio Travel Team as delegates for all iDigBio-related travel. Note that although Travel Requests and Expense Reports can be created by a delegate, they can only be submitted by the traveler. Follow the Manage Delegates instructions to add Lauren Cohen and Jesse Grosso to your UF GO Profile as delegates, which will enable them to assist you with your travel.

Approvers

All iDigBio-related travel must be approved by both the Project Manager, David Jennings, and the Project Director, Gil Nelson. Follow the instructions to add David Jennings as a User-Added Approver in the Timeline before you submit any iDigBio-related Travel Request or Expense Report. Note that Gil Nelson will be automatically added to the approval Timeline for any travel that uses iDigBio funding sources.

Booking Travel

All iDigBio-related business travel must be booked by University Travelers and their Delegates through the UF GO booking tool or with World Travel Service, the University’s approved travel management company (“authorized travel agent”) unless a documented exception is obtained from the UF Travel Office or your documented instance meets the criteria listed in the UF GO Directives.

Paying for Travel

The University’s preferred method for making travel reservations and paying for travel-related expenses is the UF Air Card or PCard. Travel expenses made by other means, including personal credit cards, are only reimbursable after trip completion.

Travel Request (TR) Instructions

Domestic

instructions here

International

instructions here

Expense Report (ER) Instructions

Domestic

instructions here

International

instructions here

External Travelers (iDigBio guests)

iDigBio seeks to provide participant travel support to eligible invitees to our events. This section details travel guidelines for Guests who are travelling on behalf of iDigBio and the University of Florida (UF). Expand this section by using the [Expand] link below on the right.

Additional Resources

• Guest Travel Request Form
• Guest Expense Report Form

Government Employees

All federal and state agency employees should check with their legal counsel to determine if they are eligible to participate in iDigBio events and/or receive travel reimbursements, which will likely depend on their role at the particular event.

Local Participants

If a guest traveler’s headquarters or residence is within 50 miles of the iDigBio event location, then the participant must obtain approval from the iDigBio Project Director prior to claiming reimbursement for lodging and meals. Criteria for approval may include late-night or early-morning job responsibilities or excessive travel time because of travel conditions.

GETTING STARTED

Following your receipt of an invitation to participate in an iDigBio event, a member of the iDigBio Travel Team will contact you to collect the personal information required to create a Person of Interest (POI) for you in UF GO, so we may process your Travel Request and Expense Report. As a guest traveler of iDigBio, your responsibilities include:

1. Familiarizing yourself with these iDigBio Travel Guidelines as well as the UF GO Travel Directives.
2. Working with the iDigBio Travel Team to get your Person of Interest (POI) established, which will require the following information:
   1. Full Name
   2. Date of Birth
   3. Email
   4. Phone Number(s)
   5. Address
      1. Home/Mailing (i.e., to have the check sent)
      2. Business
   6. Banking Details (i.e., for direct deposit)
3. Responding to your Travel Delegate in a timely manner so they may create your Travel Request and book you travel.
4. Mainaining all required receipts during your travel.
5. Submitting your receipts and reimbursement request to your Travel Delegate in a timely manner so they may create your Expense Report.