Travel Policy

Policy Details

Effective Date:
November 19, 2025
Supersedes:
COM Administrative Policies Initially Adopted February 28, 2007; amended June 1, 2009; September 30, 2010; January 19, 2011; June 12, 2012; May 10, 2013; July 10, 2014; January 17, 2019; Travel Policy Amended November 19, 2025.
Responsible Authority:
Associate Dean for Finance and Administration

Policy Statement

Travel expenses paid by Florida Atlantic University are closely regulated by statutory and University provisions and are closely monitored by the University. Florida Atlantic University is obligated to strictly adhere to state requirements when authorizing travel and when processing reimbursement requests. All travel reimbursements are made in accordance with Section 112.061 of the Florida Statutes.

The provisions of the travel policies and procedures apply to all authorized University travelers, including employees (full and part time), students, and candidates for employment, consultants or independent contractors. All travel performed must be limited to those expenses necessarily incurred in the performance of a public purpose authorized by law to be performed by the University.

Travelers are to choose the most practical and economical mode of transportation and are generally to travel the most direct route. Consideration is to be given to the total cost to the University, considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem required.

University travel is reimbursed only on the basis of reasonable expenses incurred. Original receipts are required for all major travel expenses, including airfare, hotel, and car rental, and other miscellaneous expenses. The University pays a meal per diem and mileage as stated in FS 112.061.

Requests for approval to travel and travel reimbursements are submitted and administered through the Workday Expense Module. Once requests are submitted, they are routed through a workflow system that includes approvals, audit for compliance with University rules and procedures and, ultimately, reimbursement.

Travel on University business must be authorized in advance of travel. A Spend Authorization (SA) must be submitted in the Workday Expense Module and fully approved before making commitments to travel or incurring expenses for traveling. Complimentary travel also requires a SA to authorize absence from the workplace and provide documentation in the event of an accident and subsequent worker's compensation claim incurred during the travel period.

After travel occurs, Expense reports must be submitted and fully approved in Workday within thirty (30) days, but no later than sixty (60) calendar days after incurring the expense in accordance with the Internal Revenue Service (IRS). The Cost Center Manager may contact Payroll to garnish and tax a traveler's wages. The ER will list all expenses associated with the travel, whether paid directly by the University or reimbursable to the traveler. Original receipts must be submitted to and maintained by the traveler's department. The IRS  requires travel reimbursements not filed within sixty (60) days to be taxable to the traveler. (IRS Publication 463, accountable plans).

Please refer to the FAU Travel Expense Reference Guide and the Travel and Expense Manual for detailed information on travel.

International Travel (Global Travel Safety & Security Policy 1.19)

For any University-sponsored or supported travel outside the U.S. (including when traveling abroad with University assets), travelers must comply with FAU Policy 1.19 (Global Travel Safety and Security)

Key requirements:

  • Check destination risk & obtain required approvals: Before requesting travel, check the University’s travel risk list:
    • Level 1 (exercise normal precautions);
    • Level 2 (exercise increased caution);
    • Level 3 (reconsider travel); and
    • Level 4 (do not travel).
      • Level 3 ("Reconsider Travel") destinations require Global Travel Safety & Security Committee review and recommendation to the appropriate Division VP;
      • Level 4 ("Do Not Travel") require recommendation to the University Executive Leadership Team. This review also applies to itineraries with stops/layovers in elevated-risk countries.
  • Register & complete required documents: All travelers must register their trip with the Global Travel Safety & Security Committee travel registry and complete the Global Travel Liability Waiver:
  • Insurance: Travelers must purchase and submit proof of approved international health/travel insurance prior to departure.
  • Export control & University assets: Travelers must follow U.S. export control laws; obtain licenses before export if required; and safeguard University devices/data while abroad.
  • Students & trips with students:
    • Students: pre-travel authorization, pre-departure orientation, travel registration with detailed itinerary, proof of approved insurance, and a safety/security plan (as directed).
    • Faculty/Staff accompanying students: pre-travel authorization, registration with itinerary, proof of approved insurance, safety/security plan, and pre-departure safety/security training.
  • Faculty/Staff (non-student travel): Register with itinerary, complete required orientations as directed, purchase/submit proof of approved insurance, and submit a safety/security plan if required.
  • Non-compliance: Failure to meet these requirements may result in delays, personal fiscal responsibility, and/or disciplinary action.

Emergencies abroad: FAU's Emergency Management policies (including Policy 1.14 and the Comprehensive Emergency Management Plan) govern response and support.

Additional Resources

Additional Information
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