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Executive Travel

Unit Responsibilities

  • Traveler
  • Cash advance request
  • Sign up for ACH Enrollment (direct deposit)
  • Report all trip costs, including prepaid expenses
  • Comply with all IRS requirements, as well as University Policy 3.2, University Travel
  • Certify that no expenses for which you are seeking reimbursement were paid by other means

Tip: Submitting calendar pages and/or an itinerary helps to complete the total trip story.

  • Submit reimbursements within 30 days of the trip return date

Note: If you are purchasing "refundable" airline tickets, the best practice is to purchase the ticket with a Cornell University corporate credit card.

  • Spousal Travel
  • Obtain written approval from supervisor or delegate prior to travel
  • Document how spousal travel benefits the university
  • Report all trip costs, including prepaid expenses
  • Comply with all IRS requirements, as well as University Policy 3.2, University Travel
  • Scan and attach all documentation to the trip system
  • Certify that no expenses for which you are seeking reimbursement were paid by other means
  • Submit reimbursements within 30 days of the trip return date
  • Trip Preparer
  • Record all trip costs/complete trip story, including any prepaid expenses
  • Scan and attach all documentation to the trip system
  • Scan and attach written spousal approval, if applicable
  • Confirm that receipts were submitted for reimbursement within 30 days of the trip return date, otherwise, obtain proper approval from the dean, chair, etc., and include with documentation
  • Add supervisor or delegate
  • Supervisor or delegate will review/approve the trip and add a comment of "Approved" or "Disapproved"
  • Once supervisor or delegate approval has been obtained, follow the KFS Disbursement Voucher (DV) SOP for completing the trip and initiating the DV
  • KFS Disbursement Voucher (DV) Initator
  • Before preparing the DV, ensure that the supervisor or delegate has "approved" the trip.  Note: A comment will be added in the trip system of "approved"
  • If spousal travel is applicable, please attach written supervisor or delegate approval in the trip system
  • Ad hoc route "Approve" to appropriate UBSC designee. See UBSC Executive Travel Approver Assignments
  • Approver(s)
  • Ensure cash advances are accounted
  • Ensure policy compliance