Barnard College

Purpose

These instructions guide faculty, staff, and graduate students through the process of planning, executing, and reporting foreign travel funded by Barnard College. Following the steps below ensures compliance with college policy, timely reimbursement, and accurate recordkeeping for audit purposes.

1. PreTravel Planning

• Determine Eligibility Verify that the travel falls under an approved program (e.g., research, conference, fieldwork, teaching). Consult the Travel Policy for definitions.
• Secure Funding Identify the source (departmental budget, grant, fellowship). Obtain a written budget approval before booking.
• Complete the Travel Authorization Form (TAF) Submit the electronic TAF through the Finance Portal at least 15 business days before departure. Required fields include:
  • Purpose of travel
  • Dates and locations
  • Estimated costs (airfare, lodging, meals, ground transport, incidentals)
  • Funding source
• Obtain Approvals The form must be approved by:
  1. Supervisor/Department Chair
  2. Deans Office (if cost > $5,000)
  3. Office of International Programs (for visas or travel advisories)
• Apply for Visas & Immunizations Begin visa processing at least 30 days in advance. Verify vaccination requirements on the CDC website.

2. Booking Travel

All foreign travel must be booked through Barnards preferred travel agency or the colleges online travel portal. Exceptions require documented justification and prior approval.

• Use the university-rate airline and hotel contracts when possible.
• Economy class is mandatory for flights under 6 hours; business class may be approved for longer itineraries with a detailed justification.
• Document all booking confirmations and retain electronic copies.

3. During Travel

Keep a daily log of expenses and retain original receipts (or scanned copies) for every transaction. The log should include:

Tip: Use the Barnard Expense Mobile app to photograph receipts and sync them to your travel report in real time.

4. PostTravel Reporting

Submit the Foreign Travel Expense Report within 15 business days of return.

1. Log into the Finance Portal and select Create New Expense Report.
2. Enter the approved budget code and attach the completed TAF.
3. Upload all scanned receipts (PDF or JPEG, max 5MB each). If a receipt is missing, provide a brief explanation and, if possible, a creditcard statement excerpt.
4. Complete the Travel Summary section, summarizing:
   • Purpose & outcomes
   • Total actual expenses vs. estimated budget
   • Any unspent funds to be returned
5. Route the report for electronic approval:
   • Supervisor/Chair
   • Deans Office (if required)
6. Once approved, click Submit for Reimbursement. Funds are typically processed within 10 business days.

5. Common Issues & Solutions

• Missing Receipt Use a creditcard statement as a backup, but annotate the expense with a clear description.
• Currency Conversion Use the exchange rate published by the U.S. Department of the Treasury on the date of the transaction. The finance system includes an automatic converter.
• Travel Delay or Cancellation Notify the travel office immediately and file a Travel Change request. Adjust the expense report accordingly.
• Exceeding Budget Submit a Budget Amendment form before incurring additional costs. Approval must be documented before the expense is incurred.

6. Resources & Contacts

• Travel Policy & Guidelines barnard.edu/travel-policy
• Finance Portal barnard.edu/finance
• Office of International Programs international@barnard.edu
• Travel Agency (phone) 2125551234
• Expense Support expense@barnard.edu

7. Quick Checklist

1. Confirm eligibility and funding source.
2. Complete and get approval for the Travel Authorization Form.
3. Book travel through approved channels.
4. Obtain visas, vaccinations, and travel advisories.
5. Maintain daily expense log and keep all receipts.
6. Submit the expense report with receipts within 15 business days of return.
7. Verify reimbursement receipt and close the travel file.