Preparing for Travel

*If you have NOT had the new TEM Module training, please access the Learning Center for training. You can find the training by searching "Travel and Expense" and choosing the Instructor Led Training labeled "UCO Travel and Expense Management".*


Early preparation is the key to a successful trip!

  • Funding
    • Contact your Dean, Chair, or Financial Manager(s) for funding information; (i.e. organizational numbers and amounts).
  • Information
    • Gather information as early as possible for the conference, meeting, etc. Conference dates, and agenda.
  • Registration
    • Dates for early bird cost, and deadlines. Is the registration being paid by you, your department PCard, or by purchase order?
  • Hotel
    • Hotel location and designated lodging rate per night, including taxes. Is the hotel being paid by you, your department PCard, or by purchase order?
  • Transportation
    • Decide on mode of transportation; Flying or Driving? Are you purchasing your airfare, or is the University going to direct pay for it?
    • If you are driving, you must get an airline quote. The amount reimbursed will be the lowest cost of the two.
      • For an airline quote, contact one of these approved agencies, for the lowest coach fare.
    • Decide on the local transportation once you arrive (taxi, shuttle, bus, train, etc.)
      • Note: Rental cars for Out of State Travel must be approved by your department before the travel, and noted on the request.
      • A cost comparison must be done to show justification for renting a car for local transportation.

 For questions, please e-mail or contact the travel office.

In-State Documents

Out-of-State Documents