Travel Policy

For the complete, current travel policy, please refer to the Travel tab of the PATH Desk | Business Operations & Finance Teams Channel.

If you have not previously accessed this, do so here. The PATH Desk page will be found under the Hidden Channels section of the General | Business Operations & Finance page.

Please reach out to the PATH Desk at (406) 243-6343 or PATHDesk@umontana.edu with any questions.

 

Travel Process Overview

Step 1: Travel Request and Preapproval

The Travel Request Form serves as the starting point for all travel-related services, except for in-state travel requiring only a rental vehicle. In these situations, travelers should contact the PATH Desk directly for assistance with Enterprise rental reservations.

Travelers should complete the Travel Request Form to:

• Notify the PATH Desk that travel is being planned.
• Request assistance with transportation, lodging, or other travel arrangements.
• Request any necessary travel advances.
• Allow the PATH Desk to create a traveler profile in CTP when one does not already exist.
• Provide the information needed for required travel approvals.

The Travel Request Form itself is not an approval document. Instead, it provides the information the PATH Desk needs to coordinate travel arrangements, establish traveler profiles, and prepare any required Emburse Preapprovals.

After reviewing the Travel Request Form, the PATH Desk will create traveler profiles in CTP as needed and authorize travelers and their managers to begin booking through CTP's booking tool, Lightning, or with a CTP travel agent. The PATH Desk will ask permission from managers at this point if they can proceed with the booking without an Emburse Preapproval being in place.

If the traveler's manager wishes for an Emburse Preapproval to be in place before proceeding with the booking, travelers should coordinate with both the PATH Desk and their manager regarding when travel reservations will be booked to help ensure any required approvals can be obtained before reservation hold deadlines expire.

Reservation hold times may vary from the end of the business day to 24 hours from the time a booking is initiated. The PATH Desk will communicate applicable deadlines once booking details have been obtained.

Once travel reservations have been selected, the PATH Desk will create an Emburse Preapproval and route it to the traveler's manager when approval is required (refer to the When Is the Travel Request Form Required? section for approval requirements). The Emburse Preapproval will include the traveler's itinerary and estimated trip costs.

If an Emburse Preapproval has not been fully approved before a reservation hold expires, the PATH Desk will proceed with confirming the reservation to avoid increased costs or the loss of availability. In these situations, the PATH Desk will approve the reservation within CTP's booking process on behalf of the department to secure the quoted rates and itinerary while managerial approval remains pending. Approvers will be notified of this expectation within the Emburse Preapproval request.

To allow sufficient time for review and Emburse Preapproval completion, CTP reservations should be finalized no later than 1:00 PM Mountain Time. Emburse Preapprovals must be approved during normal approval business hours (8:00 AM to 3:00 PM Mountain Time) and at least one hour before the reservation expiration deadline.

If a trip is later denied after a reservation has been confirmed, additional supplier, agency, cancellation, or itinerary change fees may apply. Travelers and approvers should contact the PATH Desk before making any modifications to approved reservations.

Pilot Phase Requirement: During the pilot phase, Emburse Preapprovals will be processed through Emburse QA, the University's test environment. The PATH Desk will provide approvers with login information as Travel Request Forms are received. Request and Authorization to Travel (RAT) forms will continue to be required until the pilot phase concludes.

Step 2: Travel Arrangements and Payment Methods

Once all required approvals have been obtained, lodging reservations will be finalized in accordance with the approved itinerary.

For travelers without an assigned ProCard, the PATH Desk will work directly with the lodging provider to determine whether lodging expenses can be prepaid using an Instant Card.

When lodging prepayment is available, the PATH Desk will assign an Instant Card to the traveler for payment. Travelers will only need to provide a personal card at check-in to cover incidentals and any charges not associated with approved business travel expenses.

Please note, if a traveler is receiving a meal per diem advance while lodging or ride share expenses are being paid with an Instant Card, the meal per diem advance must be issued by check.

If the lodging provider does not support Instant Card prepayment, the traveler will be issued a temporary ProCard to cover eligible lodging expenses in accordance with University procedures. Travelers are responsible for abating any personal or incidental charges that are not allowable business expenses.

Step 3: Post-Trip Expense Reporting

Once travel has concluded, travelers are responsible for completing an Emburse Travel Expense Report to reconcile travel expenses and request any applicable reimbursements.

If no Emburse Preapproval was required for the trip, the traveler's manager will review and approve expenses through the Travel Expense Report process.

If an Emburse Preapproval was previously approved, no additional approval is required unless total trip expenses exceed the approved preapproval amount by more than 10%. In these situations, additional managerial approval will be required through the Emburse Travel Expense Report.

Please contact the PATH Desk with any questions regarding this process or for assistance completing an Emburse Travel Expense Report.

Pilot Phase Requirement: During the pilot phase, post-travel reporting will continue to follow the University's existing reimbursement procedures. Travelers should complete a Travel Expense Report (TER) for reimbursement requests and an Emburse ProCard Expense Report for any expenses charged to a ProCard or Instant Card. Emburse Travel Expense Reports will be implemented following completion of the pilot phase.

When is the Travel Request Form Required?

Non-Overnight In-State Travel

For this type of travel, a Travel Request Form and Emburse Preapproval is only required when:

• A personal vehicle will be used (non-preferred; vehicle is not covered by state or university in result of an accident or vehicle malfunction.)

Since Meal Per Diem cannot be advanced for day trips, there is not a preapproval consideration for this. Travelers should ensure they are collecting itemized receipts for meals associated with their Meal Per Diem reimbursements, as they are now required.

The PATH Desk should be contacted directly at (406) 243-6343 or PATHDesk@umontana.edu if an Enterprise rental car is needed. If the traveler does not have a ProCard when renting a vehicle, the PATH Desk will assign a WEX Card for fuel purchases. Please note, drivers of Enterprise rentals must be a direct employee or student of the University and at least 21 years old.

If using personal vehicle, please submit Travel Request Forms at least 3 weeks before travel. WEX cards are not available for personal vehicle use, as mileage is reimbursed in lieu of gas purchases.

Overnight In-State Travel

Travelers should always submit a Travel Request Form for this type of travel at least three weeks before travel occurs.

The PATH Desk will use the information provided to:

• Coordinate lodging and transportation needs.
• Establish or update the traveler's CTP profile.
• Facilitate required approvals.

Emburse Preapproval is only required for:

• Personal vehicle use (non-preferred; rental vehicle or department fleet vehicles preferred)
• Meal Per Diem advances (only available if the advance amount is at least $50)

Meal Per Diem advances can be received via check or Instant Card. Instant Cards are only available to direct employees of the University, and they cannot be used for grant funded trips. Please ensure you are collecting itemized receipts for meals associated with this, as these are now required.

Temporary ProCards may be issued in limited circumstances when business needs warrant additional purchasing capability. WEX cards are preferred over temporary ProCards for gas purchases when a rental car is obtained.

Out-of-State Travel

All out-of-state travel requires submission of a Travel Request Form and Emburse preapproval at least 3 weeks before travel occurs.

Travelers should use the form to:

• Notify the PATH Desk of the trip.
• Request travel arrangements.
• Request travel advances when eligible (minimum $50).
• Facilitate creation of the Emburse Preapproval that will be routed for approval.

If a trip requires only a rental vehicle, CTP generally does not need to be used. However, the trip must still be submitted through the Travel Request Form process so the PATH Desk can obtain the necessary approval. If you do not have a ProCard for gas purchases, please indicate that a WEX Card is needed on the Travel Request Form.

Meal Per Diem advances require a minimum advance amount of $50. These are not available for day trips. Please ensure travelers are collecting itemized receipts for meals associated with this, whether Meal Per Diem is advanced or not.

International Travel

All international travel requires submission of a Travel Request Form and completion of the Emburse preapproval process before travel occurs. Due to the preparation needed for this travel, the Travel Request Form should be completed at least a month before travel.

In addition, travelers must:

1. Register their travel through the Global Engagement Department using the University's travel registration process: Register Your Travel | University of Montana.
2. Coordinate with Global Engagement to ensure appropriate international travel insurance is secured.
3. Complete any additional requirements associated with sponsored or grant-funded travel.

If the travel is grant-funded, travelers should verify whether the Office of Sponsored Programs requires any additional documentation.

International Travelers qualify for higher Meal Per Diem based on the GSA rates of the location you are traveling to if itemized receipts are available for meals. Traveler's will be subject to Montana's International Meal Per Diem rates if receipts are not present, which are significantly lower than the GSA rates associated with the location you are traveling to.

 

Special Travel Situations

Group Travel

Groups may designate a Group Leader.

The Group Leader submits:

• One Travel Request Form

Additional travelers submit:

• An Additional Traveler Form (found on this page’s Attachments section) to be attached to the Group Leader's request

Groups of 9 or Fewer

The Group Leader may book the group's travel directly through Lightning.

Groups of 10 or More

The Group Leader should utilize CTP's University of Montana Group Travel Request Form. Feel free to contact the PATH Desk to help initiate this form.

CTP and the PATH Desk will provide further guidance after reviewing the request.

Group Leader Responsibilities

The Group Leader is responsible for:

• Coordinating travel arrangements with the PATH Desk and CTP
• Confirming itineraries are received from CTP
• In some cases, distributing travel confirmations and tickets (consult PATH Desk in these situations)

Student Travel

Faculty-Led Student Trips

The faculty member should:

• Serve as Group Leader
• Submit the Travel Request Form

Students should complete:

• Additional Traveler Forms (found within the Attachments section of this page)

Student-Only Travel

Student-only travel should be coordinated directly with the PATH Desk so that appropriate booking and funding options can be reviewed before travel arrangements are made.

If the travel is associated with an ASUM club or other partially funded trip, CTP cannot be used. Since CTP bookings must be paid entirely through University funding sources, trips that include student contributions, fundraising proceeds, ASUM funding structures, or other mixed funding arrangements are not eligible for booking through CTP.

If the trip is fully funded by the University, students may be eligible to utilize CTP for travel arrangements. However, the University strongly prefers that a faculty or staff member accompany student groups whenever feasible and serve as the group's designated Group Leader.

Conference Travel

CTP does not register travelers for conferences.

Conference registrations should be paid using:

• A ProCard (if this is not your ProCard, the cardholder must make the purchase on your behalf)
• An Instant Card
• Departmental purchasing methods

Conference Hotel Blocks

Conference room blocks are often unavailable in CTP.

Travelers should compare:

• Conference-negotiated rates
• Rates available through CTP

The PATH Desk can help determine the best option. If the room blocks are required, please move forward with booking this outside of CTP. The PATH Desk can assist if a purchasing device is needed.

Travel Request Form Disclosures

Please indicate on the Travel Request Form if:

• A third party is covering any expenses
• Meals are provided by the conference
• Someone else is paying conference registration fees

Personal Travel Combined with Business Travel

Travel that includes personal travel cannot be booked through CTP.

Travelers must:

• Purchase travel using a personal payment method
• Indicate the personal travel component on the Travel Request Form

Reimbursement will be limited to the allowable University business portion of the trip. Travelers are responsible for providing documentation of costs to the PATH Desk in these scenarios.

 

Pilot Phase Requirements (Temporary)

The following requirements apply only during the pilot implementation period and will be removed once the new travel program is fully operational.

Additional Required Forms

Depending on the travel type, travelers may also be required to complete:

• Request and Authorization to Travel (RAT)
• Personal Vehicle Use Authorization Form (when applicable)

These forms provide documentation within the University's existing travel processes while the new system is being tested.

Emburse QA (Test System) Preapprovals

During the pilot:

• The PATH Desk will create preapprovals in Emburse QA.
• Managers will approve travel through the QA environment. Please inquire with the PATH Desk to setup a login for this system.
• Existing approval processes remain in place alongside the new process.

Expense Reporting During Pilot

Travelers will generally need to submit:

• A Travel Expense Report (TER) for reimbursements
• An Emburse ProCard Distribution Expense Report for ProCard transactions

Once the full program launches, travel reimbursements and expense reporting will be completed entirely through Emburse Travel Expense Reporting, eliminating the need for duplicate processes.

Travel Types Requiring Pilot Documentation

During the pilot phase: