Travel Procedures

Please note that as of July 1, 2017 USF now uses Archivum to process all travel and bookings may be made directly with vendors. Orbitz for Business is no longer being utilized by the University. 

More information about Archivum can be found at:

Travel authorizations must still be completed and approved prior to the start of a trip via the travel request form at:

With the new program there will no longer be travel wallets for pcard charges. All pcard charges will be reconciled as they are charged and processed to the chartfield given on the TAR. Please make sure this is accurate when submitting.

Airfare: You must stay within the USF policy threshold of $500 roundtrip for domestic travel and $1250 roundtrip for foreign travel. If you find flights that do not meet these thresholds please contact me for further instructions and necessary documentation.

Rental car: When traveling for USF business you may be reimbursed for the cost of a rental car and gas. You must rent a compact car with enterprise or national. If a larger vehicle is needed to transport equipment/samples or multiple passengers please discuss with me prior to booking.

Hotel:  The nightly rate for a hotel must be below $200 per night. The only exceptions to this policy is when it is the conference hotel or when there are no hotels available in the area. Travel must be at least 50 miles away from campus for a hotel stay to be justified.

Uber/Taxi/Ground Transportation: Uber/lyft and other rideshare services are allowable as ground transportation options. Various shuttles, buses and taxis are still allowable options. All ground transportation must have a receipt showing the trip total and if a tip was given. The maximum allowed tip amount is 18% of the total fare.

Per diem: When traveling you will be paid per diem for all meals. There is no need to save receipts. For domestic travel the daily rate is $36 ($6 for breakfast, $11 for lunch and $19 for dinner). When traveling to foreign destinations please contact me for per diem rates.

Agenda: An agenda or schedule at a glance must be provided for ALL meetings, conferences, workshops. This agenda or schedule must include whether meals were provided or just a break for meals was given.

As always, receipts should be given as soon as possible following the completion of a trip. Failure to produce receipts could mean the delay of processing an expense report. Reports unprocessed after 60 days from the conclusion of the trip will require a memorandum to be signed by the traveler, supervisor, Dean and Provost.

If you have any questions, please contact me.

Elisha M. Evangelisto

Click here to view the 2007 Travel Changes


Helpful Links

USF Travel Page
US Passport Information
International Travel Information
USF WORLD- International Travel Requirements
CMS Travel Rules and Procedures

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