Faculty and staff that have an affiliation with the university require approval through the Pre-Travel Application Form.

PhD students should consult with their supervisor and business manager to inquire if a Pre-Travel Application request is needed for domestic travel. PhD international travel must follow the student guidelines outlined on our website. Dually employed faculty will only submit the Pre-Travel Application form if they are traveling on behalf of the university – not for the hospital. 

If you are booking travel for guests to visit campus, or for contractors on a grant, they do not need to submit an application. 

This process is the primary step to ensure the safety of our faculty and staff during university-related international or domestic travel. The form standardized the travel review process throughout the university, encompasses both domestic and international travel, as well as serves as the registration record for faculty and staff under the university International Travel Policy.

No. Only travel that includes an overnight stay requires an application. This applies to both domestic and international overnight travel.

We recommend that you submit requests for travel 30-60 days in advance of your departure so that your supervisor and business manager have sufficient time to review the request.

However, if the needs of your unit include last minute requests, we recommend letting your direct supervisor and business manager know that you are submitting the request so they can review it in an expedited fashion. 

This can vary from school/college. We recommend letting your direct supervisor know when you are submitting a request, as well as your business manager, particularly if the request is time sensitive. 

Review is required from your supervisor, grants/research fund reviewer (if applicable), and business manager. If you do not have a grants/research fund reviewer, your request will only be reviewed by your supervisor and business manager. This demonstrates that you have financial and professional support from your school/college/department for travel.  

Global Health, Safety, and Security may also review applications for "extreme" travel risk countries. Review the Risk Profiles by Country to determine if the university considers your travel to be extreme.

Supervisors are your direct supervisor as listed within HR's organizational hierarchy.

A grants/research fund reviewer is the entity responsible for dispersing grant/research money. You might have a grants/research fund reviewer if your travel is being financed by a grant or research fund. These individuals have been identified by each school/college/unit to serve in this capacity and can be updated by contracting pretravelapp@temple.edu. This is separate from the travel budget that your school/college/department maintains. 

Business managers listed have signature authorization over the org that is listed for your position. There may be more than one person who fills this roll for your school/college. The business manager list is edited and updated through the Administrative Systems Access tool in TUPortal. To edit this list, go to the Administrative Systems Access underTUApplications, and then click on the "Finance" under Request New Access. Any adjustments made under the Administrative Systems Access list will also be reflected in the Catering and Finance workflows.

Yes, ITS can re-route the form on your behalf. Email [click-for-email] and provide the request ID, who is unable to complete the form and to whom it should be rerouted.

Faculty/staff that have frequent trips due to recruitment, alumni engagement, etc., can submit one application per semester using the recurring travel feature. 

This application should include as much information about travel occurring in that semester as possible. Faculty/staff can add multiple destinations to their application, as well as several dates in the free form text box. 

Under “University Forms” in the TUPortal as “Pre-Travel Application”. If you do not see it, we recommend clearing your cache & cookies and then logging back into TU Portal. 

Only international travel requires supporting documentation in the form of a copy of your passport’s information page. Furthermore, if your international travel destination is considered "extreme" according to Global Health, Safety, and Security's country risk ratings, you may be required to supply additional documentation to be reviewed for approval.

Yes, using the Submit Request on Behalf of Other User feature on the left side of the form. 

This form includes the “Traveling Funding” section so that you can provide an estimated cost as a way for your department/unit to uses the information for budgeting purposes (such as for budget forecasts throughout the year). This section will not be used to reconcile a travel reimbursement request. 

If travelers are using a cash advance or if the travel is being booked by an outside organization, indicate “No” for this section. You will use the cash advance process to reconcile your cash advance in more detail. 

If you are seeking reimbursement from your department, including travel pool, chair, grant, or research/start-up funds, you will provide estimated expenses under the “Travel Funding” section. These expenses are meant to be estimated and will not be used to reconcile your travel reimbursement. We also encourage you to review the video on the Travel Resources website.