Travel

Faculty Travel Survey

Complete the Faculty Travel Survey. Accounting will submit the spend authorization and tell you when you may book.

Student Travel Funding

Use the funding path in Student Travel before making arrangements.

Visitor Travel Survey

Have the guest complete the Visitor Travel Survey, then email accounting with the funding source and expenses you plan to cover.

Department-Funded Travel

Use this route when you do not have sufficient grant or other available funds for business travel.

1. Email accounting@mathematics.byu.edu with the trip location and dates to request a cost estimate.
2. Forward the estimate to Pace Nielsen at pace@byu.edu.
3. Explain the purpose of the trip and request permission to use department funds.
4. Wait for approval before booking or committing department funds.

College Support Details

• This program is for undergraduate students whose declared major is within the College of Computational, Mathematical, and Physical Sciences.
• The College will cover up to $1,000 for one approved trip per student per academic year.
• Students may not divide the funding among several less-expensive trips.
• The trip must be approved and supervised by a faculty or staff member.
• Funding is subject to the availability of College resources.

Eligible Activities and Costs

Activities:

• Presenting original research at a scholarly or professional conference
• Career exploration treks
• Participating in a discipline-related academic or professional competition
• Faculty-supervised field work
• College-sponsored study abroad
• Other legitimate experiential-learning-related travel approved under the policy

Costs: Registration, transportation, lodging, and other College-approved travel expenses are eligible. Food or meals, personal expenses, unrelated expenses, capstone courses, internships, and expenses reimbursed by another entity are not eligible. Expenses above the approved College amount require another funding source.

Invite a Guest Speaker

1. Coordinate dates with the guest.
2. Have the guest complete the Visitor Travel Survey.
3. Email accounting with the funding source and expenses you intend to cover.
4. Accounting will coordinate flights, lodging, and other travel logistics.

Guest Apartment

The department apartment is for hosting guests. Email accounting with the dates you need; they will confirm availability and hold the reservation.

Parking & Van

Temporary Faculty Parking Access: For a visitor to park in faculty parking, email the make, model, color, license plate number, and state to traffic@byu.edu. Let them know the dates you need the pass. You can get it for up to two weeks.
Van Rental: Contact the accounting office to rent a department van.

Guest Questions

Email accounting with the guest’s travel dates, funding source, and expenses you plan to cover.

Receipts & Documentation

• Keep itemized receipts and proof of payment.
• Email receipts to accounting@mathematics.byu.edu.
• Include the trip dates, destination, business purpose, and funding source.
• Accounting will prepare the expense report for approval.

Student Travel Funding

• Process spend authorizations and expense reports through the CMS College Business Office.
• Submit itemized receipts within 30 days after the activity.
• Late reimbursement requests may be denied.
• All travel must follow BYU policies and procedures, and final College approval rests with the Dean’s Office or its designee.

Common Reimbursable Expenses

• Airfare and baggage fees
• Lodging
• Street transportation, mileage, fuel, and rental cars
• Meals and conference registration