The University of New Mexico
Department of Psychiatry

MSC 09 5030
1 University of New Mexico
Albuquerque, NM 87131

Phone: 505-272-2223

Before You Travel

Before Any Travel Arrangements May Be Made You Must Complete the Following Forms:

  1. Department of Psychiatry Travel Agreement
  2. Pre-Travel Request Form

These two completed, signed and approved forms should then be given to the P-card holder . The  P-Card holder will make your travel reservations and will email the confirmation numbers to you. Check with the P-Card holder if you have not received this information in adequate time before you travel.

Failure to complete the forms accurately and entirely may result in a delay or inability to fulfill your request.

When to Reserve Your Travel

In-State Travel:  Reservation requests must be received by P-Card holder at least 48 business hours prior to travel.

Out-of-State Travel:  Reservation requests must be received by P-Card holder as soon as you know you need to travel in order to receive the lowest available airfares/conference fees/hotel fees.

International Travel: Reservation requests require substantial planning and require prior approval from PI/Supervisor and Department Chair (Policy 4030.4.2) Expenses will not be reimbursed without prior approval.

Things to Consider

Business Purpose: As with all financial purchases/reimbursements at UNM, you must provide the following for all transactions:

  • Index #/Grant to be charged
  • Business Purpose and Benefit to UNM/Contract/Grant: (Why are you traveling? Why it benefits the University/Department -- Example, “In my role, I am required to attend the APA Annual Meeting for continuing medical education and quality patient care.”)

Personal Travel:  If you plan to take personal travel during your business travel you must get a comparison on your transportation before you travel, not afterwards.

  • Comparison flights need to be done at the same time actual flights are scheduled.
  • Turn in comparisons with your Pre-Travel Request form.

Travel Is Paid By

UNM Purchasing Card (P-Card): Preferred method

  • Use to purchase: Airfare (including baggage fees), hotel, conference registration and ground transportation
  • Required: Completed Post-Travel Reimbursement request and receipts must be turned in within 10 days following travel
  • Failure to follow these guidelines may result in:
    • discontinued use of the P-Card services
    • requirement that traveler use personal funds and submit for reimbursement after travel has been completed

Personal Funds

Individual travelers may purchase certain travel and request reimbursement after travel is completed.

  • Use personal funds only for:
    • cab fare, taxis
    • meals
    • parking
    • internet fees at a hotel
    • gas (personal vehicle and rental car)
    • other unforeseen expenses
  • Completed reimbursement request and receipts must be turned in within 10 days following travel.
  • Note: Early check-in fees are not allowed or reimbursable, regardless of payment method.

 

Go to During Your Travel