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MSE Travel Request Form

MSE Department Travel Process

  • All MSE travel reimbursements must comply with all University Travel Policies.
  • • Before leaving on your trip, please create a travel request in UFGO. Once this form is complete, email the MSE Fiscal Team before submitting.
  • Purchases should not be made until you have an approved travel request. Airfare, lodging, and car rentals must be purchased through UFGO/Concur unless there is an established exception or you have prior approval. The two most common established exceptions are a conference room block or a 20%+ savings. You will need to attach cost comparison screenshots to your expense report when booking outside UFGO/Concur.
  • If your trip includes personal travel, you must provide cost comparison screenshots (e.g., for airfare, lodging, and car rental) to demonstrate that the cost of these items was not increased due to the travel dates extending beyond the official business port of the trip.
  • All Faculty and TEAMS staff are strongly encouraged to complete a Disclosure of Outside Activities for all travel where something of value is received. This can include, but is not limited to, honorariums, travel expenses covered on your behalf by an outside entity, and waived registration fees.
    • Disclosures must be submitted at least 45 days in advance, and travelers should not incur or book any travel expenses before their Disclosure of Outside Activities is approved. If your Disclosure of Outside Activities is disapproved, any incurred travel expense will not be reimbursable, and those prepaid through UF must be reimbursed by the presumptive traveler.

International Travel

  • Please review the International Travel guidance tips from the UF Office of Research and Division of Research Compliance and Global Support for assistance with export licenses or other authorizations.
  • Register your travel with the UF International Center (UFIC) by completing the International Travel & Insurance Registry.
  • If you are traveling with any UF-owned equipment, including a laptop or other mobile computing device, request pre-approval from UF Asset Management.
  • All International Travel is also subject to and contingent upon a Restricted Party Screening through Visual Compliance. This screening pertains to your travel destination(s) and the organization(s) you are visiting and will be conducted during the review of your travel authorization. You will be notified promptly if this screening yields any findings or potential issues.

Vacation Rentals

Vacation rentals (Airbnb, FlipKey, HomeAway, HomeToGo, HouseTrip, Tripping, VayStays, VacayHero, VRBO, etc.) should not be used if travel time is less than seven consecutive days. HWCOE travelers should use hotel accommodations when traveling for UF business purposes. Exceptions to this practice will need prior approval from the Associate Dean for Student Affairs. Cost savings alone will not be a sufficient justification for an exception to this business practice.

For questions or to request a waiver from this business practice, please contact the Associate Director of Administrative Services.

Upon Return from Travel – Advance Notice:

  • After your travel, please create a travel expense report on your UFGO profile. Please do this as soon as possible after you return to ensure your reimbursement is not subject to annual W-2 taxable income per IRS Publication 463.
  • International Travel will require that you create a Travel Allowance to calculate your per diem reimbursement.
  • Travel reimbursement requests should be submitted within 15 days of return from travel.
  • Travel reimbursement requests submitted more than 60 days after the conclusion of your travel will be recorded as taxable income.
  • For questions about how to complete the travel authorizations or the expense reports, please email the MSE Finance Team.