Travel Policies

All travelers on University business must have a corporate travel card issued by Emory University. Please see Darlene for details on how to obtain the travel card. Except for mileage, all expenses relating to the trip are to be charged to the travel card. This eliminates the need for out-of-pocket expense.

Prior to Traveling

• Complete a "Travel Request" form and have it approved by Dr. Mook and Lynne Morelock-Roy.
• Forms are located in the front office in the mailboxes, labeled accordingly.
• Once the request has been approved, you may begin preparing for your trip by:
  1. purchasing your airfare online* using your travel card, and printing out a copy of your itinerary
  2. purchasing your registration using your travel card
  3. paying for any required hotel deposits.
• Give copies of air itinerary, registration and hotel deposits to Darlene for prepayment to your corporate card.

After the Trip Has Been Taken

• Complete a Travel Expense Report worksheet. Located in the front office in the mailboxes, labeled accordingly. Please read the reverse of this form for further guidelines.
• Attach ALL receipts.
• Receipts smaller than letter size must be taped to a plain sheet of paper and grouped by type, i.e., meal receipts together, taxi and parking receipts together, etc.
• Include your air ticket "passenger receipt", NOT the boarding pass.
• Give to Darlene for processing. After processing, Darlene will leave the official Travel Expense Report in your mailbox for review and signature. After you have signed it, give to or leave in Dr. Huerkamp’s mailbox for final approval. Dr. Huerkamp will get it back to me.
• It takes about 5 days for Accounts Payable to process the report. If there are any reimbursements to you, they will be directly deposited into your personal bank account on either Tuesday or Thursday, depending on when A.P. processes it.

Websites for Purchasing Airfare Online*

• Orbitz
• Travelocity
• Expedia
• CheapTickets
• Any of the airline websites, i.e.,
  • Delta
  • AirTran

To request a Travel Card:

Darlene Wyche
Phone: 404.727.8395
Email: dwychea@emory.edu

Travel Forms:

• Travel Expense Report Worksheet
• Request to Travel
• Mileage Travel Log

Mileage Travel Log Procedures

Mileage travel logs are required to record personal vehicle mileage used for University business, including traveling on evenings and weekends to the DAR animal facilities. Typically visits to the animal facilities on evenings and weekends are for treating animals and administering medications. Mileage will be recorded from home to the facility, and back home.

• Travel logs are kept in the Front Office in the mailbox labeled accordingly.
• Complete the log with your name, extension, and social security number.
• Indicate dates of travel, the destination (facility), number of miles used, purpose of travel to the facility, the name of the facility, and the species seen/treated.
• Sign the log and place in the Financial Accountant’s mailbox or hand deliver.
• Mileage is reimbursed at the current rate of 50 cents per mile.

It is advised, though not required, that mileage is recorded over a number of months, as opposed to recording only a weekend or evening and submitting for reimbursement.

A travel expense report will be prepared by the Financial Accountant and placed in your mailbox for signature. Afterwards, the report should be given to or placed in Dr. Huerkamp’s mailbox for approval.

Dependent upon the processing schedule of Accounts Payable, your reimbursement will be directly deposited into your personal bank account on Tuesday or Thursday.