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Travel FAQs

General Travel FAQs

What is the per diem for Idaho?

The Idaho State Board of Examiners has set the daily per diem rate for Idaho at $49.00

How do I calculate partial day per diem?

Use the OFC per diem calculator.

Can I spend some personal time at my business destination?

Yes. Purchase your airfare with personal funds and request reimbursement after the trip is complete. You must provide proof that the cost including the personal days was not more than the cost would have been for a business only trip. You must also provide the exact dates and times of departure and return to official university business.

What is the mileage rate for travel in a personal vehicle?

The rate is 58 cents per mile.

Travel Authorizations

How do I access the Travel Authorization Application on myBoiseState?

Login to the Travel Application at https://my.boisestate.edu/#/travel-auth with your Boise State username and password. It is also available from myBoiseState under resources.

What is a Travel Authorization (TA)?

A TA is an electronic form that documents the details about proposed travel and estimated costs. Each TA is specific to a planned trip with a defined location, start and end dates, and business purpose. A TA also serves as written permission to travel for the performance of official duties. Note: You can submit TAs only for future travel dates. You cannot submit TAs for travel that has start and end dates in the past.

How far in advance should I submit a TA?

A TA should be submitted in enough time to be approved before the travel will occur.

  • Employee: At least two weeks prior to travel is recommended.
  • Student/Group: At least three to four weeks prior to travel is recommended.
  • Cash Advance: At least three to four weeks prior to travel is recommended
Where do I enter the funding source information for the TA?

Funding source information will be entered into the Travel Authorization in order to hold department funds for future travel. All travel will be encumbered to the account segment 539999.

Can the traveler incur any expenses prior to the approval of the TA?

The TA must be approved prior to incurring expenses for the planned travel.

What do I do if I come back from a trip and there are no further reimbursements?

Complete the Request to Cancel Travel Encumbrance form in OrgSync in order to remove encumbrance related to travel.

What do I do if the trip was cancelled?

Edit the Travel Authorization in the application and select Cancel Request at the bottom of the form.

Will the TA be required with the Expense Report?

Attach the PDF of the approved TA to all transactions related to trip, including Expense Reports, Payment Requests, and P-Card receipts.

Do I use the Travel Authorization and Expense Report to reimburse travel expenses to a candidate interviewing with the university or other non-employees?

No. This process is only used to reimburse Boise State employees. To reimburse non-employees create a requisition for payment and attach a completed Non-Employee Expense form.

Expense Reports

What is an Expense Report (ER)?

An Expense Report (ER) is completed in Oracle Fusion Cloud after a business trip is completed or purchase is made. They are processed to request reimbursement for all business-related expenses, both travel and non-travel related.

Note: You can submit ERs only for past dates.

Where do I enter the funding source information in the ER?

Funding source information will be entered for each expense line item of an ER. A default funding source can be set up for each user that will correspond to the expense type of the line.

What documentation is required for the ER?

All business expense reimbursements require a complete, clear business purpose substantiated by receipts that show proof of payment, what was purchased, name and location of vendor, and date of purchase.
〉 Travel Authorization: Attach the approved TA for all travel-related expenses.
〉 Per Diem: Attach the completed per diem calculator to document the expense item.
〉 P-Card Receipts: Attach any travel-related p-card receipts to the appropriate ER.
〉 Mileage: Provide personal vehicle license number.

Do I use the Travel Authorization and Expense Report to reimburse travel expenses to a candidate interviewing with the university or other non-employees?

No. This process is only used to reimburse Boise State employees. To reimburse non-employees create a requisition for payment and attach a completed Non-Employee Expense form.

How long do I have to request my reimbursement?

You must submit your reimbursement request within 120 days of the date the expense is incurred. However, your reimbursement will be taxable if you submit it more than 60 days after the expense is incurred.

May I delegate another person to enter my Expense Report?

Yes. An employee may delegate entry authority of the ER to another employee by managing delegates in OFC.

Who may approve my ER?

Once an ER is completed and submitted, it will be routed through the standard approval workflow which includes the traveler, the traveler’s supervisor, and the fund source manager.