Travel
Whether you are preparing to travel or returning from travel, we are a resource for all things related to funding and reimbursing your trip.
Travel Made Simple
Traveling Soon?
Start your trip planning early by completing the required documentation. Please note that travel authorizations with zero-dollar amounts should be retained within your department and not sent to Travel.
Returning from Travel?
Fill out the necessary paperwork so you can get reimbursed for your expenses.
Traveling With Students?
Travel funds can be advanced for student group travel, with a University employee serving as the custodian of funds. Advance requests must be submitted to Procurement Services at least 10 days before departure to ensure funds are available.
Choosing Your Mode of Transportation
- You can book through a State Travel Agency – Identify yourself as a state employee and verify that you are getting the state rate. This fare is reimbursable without any further action.
- You can book on the internet – You must have 2 quotes from two different sources. The quotes must include all fees that will be charged for your booking.
- When you book on the internet, you will have to use the lesser of the two (2) fares. If you must choose the higher, a Waiver Request Form must be submitted for approval to Procurement Services prior to booking the flight.
- The paid itinerary and the second quote have to be filed with your travel voucher for reimbursement.
The University of Mississippi does not advance funds nor reimburse funds for personal flight credits.
Airline Travel Policy
The current mileage rate as of 1/1/2025 is $0.70 (Seventy Cents)
Employees shall receive the legal rate established by the State of Mississippi for each mile actually and necessarily traveled in a privately-owned vehicle while in official travel status. This rate will be the same rate that federal employees are reimbursed for using private vehicles for official federal business.
- Book with the State Contract Rental Car Company and identify yourself as a State employee.
- Intermediate size vehicle is what is allowed by the State.
- The Contract Rental Car includes unlimited mileage and CDW/LDW insurance. Do Not purchase insurance – it will not be reimbursed.
Enterprise Corporate ID: XZ55012
Hertz Corporate ID: 68344
If requesting reimbursement above what the state will allow, you will have to file a Pre Travel Waiver Request Form with Procurement Services for approval prior to your trip.
Pre-Travel Waivers
Special permissions are required for travel activities beyond standard travel procedures.
Choosing your Lodging
- Lodging expenses must be necessary, reasonable, and documented with an itemized, paid receipt.
- Always request and confirm government rates when booking and at check-in.
- Express Checkout receipts without itemized details are not valid for reimbursement.
In-State Lodging
- Use the State Travel Office's contracted rates with Mississippi hotels.
- Confirm the state rate at reservation and check-in.
Out-of-State Lodging
- Request government rates, often honored by major hotel chains, and present your University ID for verification.
Questions about your travel?
Get in touch with us so we can make your travel requests as easy as possibleDining During Travel
Every destination has an assigned daily meal rate. Please refer to the General Services Administration (GSA) website to learn more about the rates of each location.
(Step 1) Eligibility
- Advances are available up to 20 days before the departure date.
- Maximum advance: 100% of estimated trip costs after prior expenses (e.g., registration fees, airline tickets).
- Employees may have only two travel advances outstanding at a time.
- Travel Advances
(Step 2) Prior to Trip Expenses (PTE)
- PTE reimbursements cover lodging or public carrier ticket purchases made before the trip.
- PTE can be requested anytime and are not subject to the 20-day limit for travel advances.
- No limit on the number of PTE outstanding per traveler.
- Common PTE examples:
Airline tickets purchased online with a personal credit card.
- Trip Expenses
(Step 3) Approval Process
- Complete the Travel Authorization form, indicating the request for an advance or PTE.
- Attach required documentation, such as:
Detailed flight itineraries with costs.
Hotel statements with charges.
Registration forms with fees (excludes entertainment or personal expenses).
- Approved travel authorizations must be submitted to Procurement Services at least 20 days before the trip.
- Approvals
Need help with your travel forms?
Travel Forms are assigned by last name. If you need assistance with your travel requests, please reach out.
Did you travel without authorization, not use a corporate ID code for a rental car, or not obtain a comparison quote for airfare?
Please fill out this form and get your department head's signature and email it to travel@olemiss.edu
Traveling Internationally?
International travel authorization process should be initiated at least 40 days before travel begins. The traveler should ensure the forms are processed in a timely manner to allow the paperwork to be submitted for Export Control review and approval, at least 30 days prior to the start of the trip.
UM International Travel Authorization Procedure and Signatory Responsibilities
Procedure: 1. Traveler fills out and signs the Travel Authorization AND Request for Approval of International Travel forms.
- If the traveler is not the signatory on the account, the signatory’s initials are obtained.
- The forms can be signed electronically or by hand.
- Any relevant receipts or invitation letters should be attached.
- Travel and contact person (if different) email addresses should be included.
2. The forms should be forwarded to the traveler’s Department Head or Chair, following the department’s internal procedures.
3. The forms should be forwarded to the traveler’s Dean or Admin Head, following the department’s internal procedures.
4. The forms, in an electronic version, should be emailed to the Director of Research Security for Export Control review. The traveler will be contacted if further clarification is needed. Marta Panickar - mbp@olemiss.edu
5. The forms will be forwarded by the Director of Research Security, once processed, to the Provost’s Office for institutional review. The contact person(s) on the form will be cc’d. Sarah Griffith - slgriff@olemiss.edu
6. The forms will be forwarded by the Provost’s Office, once processed, to the Chancellor’s Office for institutional review. The contact person(s) on the form will be cc’d.
- Andie Cooper - agcooper@olemiss.edu
7. The forms will be forwarded by the Chancellor’s Office, once processed, to the Travel Office. The contact person(s) on the form will be cc’d.
8. Travel Office will reach out to the Contact Person on the form to notify them of the Travel Authorization number creation (that will be needed for Travel Reimbursement processing after the trip).
Signatory Responsibilities
Traveler
- Provide details regarding purpose of the travel.
- Provide an account number and other information requested in the form.
- Include all relevant receipts/quotes and invitation letters.
Account Initials
- Verify that the international travel is not being charged to business area “10” accounts.
- Verify that sufficient funds available in the account.
- If sponsored funds are used, check that “international travel” line item exists in the budget. If it doesn’t, request sponsor permission and send a re-budget to ORSP.
Dept. Head or Dept. Chair
- Verify that the Traveler’s responsibilities at the UM are covered during the travel duration.
- If any disclosure is made in the TA regarding the traveler being invited by an institution to give a presentation, have an honorary position, or provide consulting/advising of any kind, the Head/Chair will inquire with the traveler. If there are any financial, or in-kind, transactions involved, the Head/Chair will add that info onto the International TA form.
- Compare the meeting/conference dates and travel dates. If there is more than two days before or after, inquire for a reason. The answer should be added onto the International TA form.
Dean or Admin Head
- Confirm that there are no conflict-of-interest between what the traveler is disclosing will be presented/talked about/advised on and their current position at the UM
- Verify that any financial transactions from a third party, related to the travel, match existing relevant forms (like form 9).
Export Control (ORSP)
- If the form indicates that any UM equipment, materials, or samples are taken with (or shipped ahead), carry out classification to determine whether special export control licenses are needed.
- Considering the topic of the presentation/meeting, assess the traveler’s, and the UM’s risk related to export control regulations. Notify the traveler and their Dean if specific risks of high concern are identified. Moreover, add that info onto the International TA form.
- Carry out Restricted Party Screening on all relevant entities and locations.
Provost/Vice Chancellor
- Ensure all needed information is included and relevant signatures are present.
Chancellor
- Ensure all needed information is included and relevant signatures are present.
Travel Safety Information
- Useful hints regarding best practices for academics traveling overseas can be found at http://research.olemiss.edu/manuals/7-guide-international-travel and https://www.dni.gov/index.php/ncsc-how-we-work/ncsc-know-the-risk-raise-your-shield/ncsc-travel-tips.
- Enroll in the Smart Traveler Enrolment Program from the U.S. State Department.
- The University of Mississippi highly recommends that any UM faculty, staff, or student enroll in UM’s international health and safety insurance when traveling outside of the United States unless automatically enrolled due to participation in study abroad programs. To enroll, please submit this Qualtrics questionnaire. The cost is $49.17 per month (minimum coverage period is 30 days). Dependent coverage for spouses and children is also available at $102.72 per month. The AY 2022/2023 insurance policy is available for review in Box.
Questions about Travel
Denita Sneed
- Procurement Specialist
Cindi Crocker
- Procurement Assistant II
Vicki Whitehead
- Senior Accountant