Travel Resources

Travel planning, whether domestic or international, can be complex. To simplify the process, we’ve gathered essential resources to help you navigate every aspect of travel—from booking to reimbursement—ensuring your experience is as smooth as possible.

University Travel Resources

Explore essential travel policies, forms, and guidelines specific to the University of Notre Dame, ensuring smooth and compliant travel arrangements.

Travel Policies & FAQ

• University Travel, Entertainment and Business Expense Policy
  • This policy details the allowable expenses, procedures for submitting claims, and compliance guidelines for travel, entertainment, and other business-related expenditures at the University of Notre Dame. It serves as a guide for faculty and staff to manage expenses smoothly and in accordance with university standards.
• Travel Expense and Reimbursement Policies
  • These forms are designed for documenting and submitting expenses incurred during university-approved activities for reimbursement. They help ensure that all reimbursable expenses are properly recorded and processed for university staff.
• Travel & Expense Policies FAQ
  • This resource provides clear answers to frequently asked questions about the university’s travel and expense policies, helping faculty and staff quickly understand receipt thresholds, expense reimbursements, and policy details.

• Moving & Relocation Policy

  • The University of Notre Dame’s Moving and Relocation Policy outlines the procedures and tax implications for reimbursing employees' moving expenses. As of January 1, 2018, all moving reimbursements, whether paid directly to the employee or to a third-party vendor, are considered taxable income and will be reported on Form W-2.

Travel & Reimbursement Forms

• Missing Receipt Affidavit

  • If a receipt is lost or unavailable, this form serves as a substitute and must be attached to your expense report.

• Mileage Justification Form

  • This form documents mileage for business trips using a personal vehicle if the round-trip exceeds 1,000 miles.

• Request for Airplane Business/First Class Form

  • This form is required to request approval for booking business or first-class airfare for University travel. Approval must be obtained before booking.

• Request for Spouse Travel Form

  • Faculty and staff whose spouses are asked to travel for University business at University expense must complete and submit this form for approval before the trip.

• Student Business Travel Certification Form

  • Students seeking reimbursement for University business travel must submit this form with their expense report to ensure the payment is tax-free under Notre Dame’s Accountable Plan rules.

• Wire Transfer Form Domestic

  • This form facilitates domestic wire transfers for payments related to travel or other University business expenses.

• Wire Transfer Form International

  • This form is required for international wire transfers for university-related payments. It ensures accurate processing of international payments while maintaining compliance with university protocols.

Travel Assistance & Security Guidelines

• IT Security for International Travel
  • This set of guidelines and best practices is designed to protect electronic devices and sensitive information. For university travelers, adhering to these guidelines is crucial for preventing cyber threats and data breaches, ensuring the security of personal and university data across international boundaries.
• Anthony Travel - Travel Resources
  • Anthony Travel provides specialized travel resources tailored for the needs of the University of Notre Dame community. Offering a range of services from booking group travel to handling complex international itineraries, this platform helps faculty, staff, and students plan and execute their travels efficiently, ensuring competitive rates and streamlined logistics for academic, professional, or athletic travel needs.

Federal Travel Resources

Explore external resources, including key federal agencies and tools to help you manage travel logistics, understand potential risks, and ensure safety while traveling.

Travel Services

These government agencies provide essential services and information for travelers within and outside the United States:

• Transportation Security Administration (TSA)

  • What They Do: The TSA is a federal agency dedicated to ensuring the safety and security of travelers across the United States. They manage security operations at airports and screen all commercial airline passengers and baggage.
  • How It Affects You: As a traveler, you'll interact with TSA through security checkpoints when flying within or from the United States.
• Bureau of Consular Affairs - U.S. Department of State
  • What They Do: The Bureau of Consular Affairs assists U.S. citizens traveling or living abroad by providing essential services. These include issuing passports, providing information on visa requirements, and offering help during emergencies.
  • How It Affects You: Whether you need a passport for travel, are seeking visa guidance, or require emergency assistance while overseas, the Bureau of Consular Affairs is your go-to resource.

Travel & Reimbursement Tools

• Learn About Your Destination - U.S. Department of State
  • What They Do: This resource provides detailed, country-specific information about local laws, health conditions, political situations, and more, directly from the U.S. Department of State.
  • How It Affects You: Use this information to prepare for your trip by understanding what to expect and how to stay safe in your chosen destination.
• Per Diem Rates
  • What They Do:
    The U.S. General Services Administration (GSA) sets per diem rates for lodging, meals, and incidental expenses. These rates are used by federal employees and others on official travel to ensure consistency and fairness in travel reimbursements.
  • How It Affects You:
    When traveling for business, including University-sponsored trips, use GSA per diem rates to determine daily reimbursement amounts, ensuring compliance with federal standards.

• Travel Warnings - Issued by U.S. Department of State:
  • What They Do: The U.S. Department of State issues travel warnings to inform U.S. citizens of potential risks abroad. These warnings advise against travel to certain areas where conditions might be dangerous.
  • How It Affects You: Before traveling internationally, check these warnings to understand any risks or safety concerns in your destination.

Airline Resources

Discover airline resources to ensure you are prepared before you fly:

• Track Flight Status
  • FlightStats website collects information from a large number of sources (governments, airlines, airports, reservation systems, and others) and presents an intuitive display of the data compiled.