BME Travel Request Form – J. Crayton Pruitt Family Department of Biomedical Engineering

Directives and Information

This form should be completed at least 10 business days in advance of your expected domestic travel departure and at least 45 days in advance of your expected international travel departure (additional guidance related to international travel is provided below).
Please attach all receipts for prepaid domestic travel expenses purchased with a UF PCard to this form or email them to the BME Fiscal Team.

Step 1 of 3

Is this foreign travel?
- Yes
If yes please visit: https://internationalcenter.ufl.edu/travel/online-travel-registration

If you will be transporting a laptop or other portable electronic device out of country, please fill out the Foreign Travel Request at: https://myassets.fa.ufl.edu/ext/#/home
International Travel
1. Please review the International Travel guidance from the UF Office of Research and Division of Research Compliance and Global Support for assistance with export licenses or other authorizations.
2. Register your travel with the UF International Center (UFIC) by completing the International Travel & Insurance Registry.
3. If you are traveling with any UF-owned equipment, including a laptop or other mobile computing device, request pre-approval from UF Asset Management.
4. All Faculty and TEAMS Staff are required to complete a Disclosure of Outside Activities form for travel where travel expenses are paid or directly reimbursed by an outside entity. Please note if submitting a Disclosure of Outside Activities:
  i) Disclosures must be submitted at least 45 days in advance of your expected travel departure. Faculty and Postdoctoral associates should submit their disclosures through UFOLIO. TEAMs Staff should complete their disclosure and attach it to this request or email it to Curtis Bryant and the BME Fiscal Team.
  
  ii) Travelers should not incur or book any travel expenses in advance of your Disclosure of Outside Activities being approved. In the event that your Disclosure of Outside Activities is unapproved, any incurred travel expenses will not be reimbursable and those prepaid through UF must be reimbursed by the presumptive traveler.
  
  iii)Once your Disclosure of Outside Activities is approved, please send all prepaid travel expenses to the BME Fiscal Team via email.
5. All International Travel is also subject to and contingent upon a Restricted Party Screening through Visual Compliance. This screening pertains to your travel destination(s) and the organization(s) you are visiting and will be conducted by the Associate Director for Administrative Services during approval of your travel authorization. Should this screening yield any findings or potential issues you will be notified promptly.
Please check box to certify that you have read and understand the above information concerning international travel for UF business.
Vacation Rentals
Vacation rentals (Airbnb, FlipKey, HomeAway, HomeToGo, HouseTrip, Tripping, VayStays, VacayHero, VRBO, etc.) that include accommodations for any travel may not be used if total travel time is less than seven consecutive days. The HWCOE requires travelers to use hotel accommodations when traveling for UF business purposes. This is a HWCOE business practice, and exceptions to this practice will need prior approval from the Associate Dean for Student Affairs. Cost savings alone will not be a sufficient justification for exception to this business practice.
Upon Return from Travel - Advance Notice:
- At the conclusion of your travel, a Travel Expense Reimbursement Request and all travel related receipts must be submitted to the BME Fiscal Team within 45 days to ensure your reimbursement is not subject to annual W-2 taxable income per IRS Publication 463.
- Travel reimbursement requests submitted more than 60 days after the conclusion of your travel will not be processed for reimbursement.
Travel Directives*
- I certify that I have read the UF travel directives
Personal Information
Place here your full name, your UFID, and your position relative to the University of Florida (faculty, staff, student or guest). If you are not a University of Florida employee or student and do not already have a temporary UFID number, one will be generated for you by the BME Fiscal Team. Please enter TBD.
Name*
UFID*
Position*
- Faculty
- Staff
- Postdoctoral Associate
- Student
- Guest
UF or Institutional email*
Purpose of Travel*
- Business
- Personal
Indicate Business or Personal. For both, select Business. Faculty must fill out this form for Personal travel during the semesters.
Please provide justification for essential travel:
Departure and Return Information
Enter here the specific departure and return information for your travel. You must also list any cities you visit as part of your travel unless they are cities you pass through while en route from origin to destination, and back.

Note: If you’ll be extending your trip to include personal travel beyond what is required for official UF business, please provide a flight comparison showing the cost of your airfare had you left the day prior and returned the day following your conference or meeting for domestic travel (for international travel, you are allotted two days to get there and two days to get back).
Departure Date
Date Format: MM slash DD slash YYYY
MM slash DD slash YYYY
Return Date
Date Format: MM slash DD slash YYYY
MM slash DD slash YYYY
Destination(s)
please provide geographic location, not name of event:

Section 3: Funding Source
Place here the source of funding for your travel, and faculty/Primary Investigator or authority of that funding.
Funding Source cannot be left blank or “TBA” – a funding source is required to enter a Travel Authorization and should be determined prior to submitting.
Funding Source*

Enter project/grant/account name or number
Primary Investigator*

Type in the first and last name of the Primary Investigator on the project/grant/account.
Section 4: Purpose of Travel
Clearly explain both the purpose of your travel and its benefit to the Sponsored Award and the State of Florida. If attending a conference on behalf of BME and the University of Florida, you must attach a PDF of the full conference agenda. Please also be sure to include a copy of your registration form or something that shows what is included in the cost of registration. If you have not yet registered, this can be provided with your receipts upon submitting your expense report.
Purpose of Travel
Select the item category that best describes the purpose of your travel. If attending a conference, you must provide an agenda and registration form showing was is included in the registration fee upon your return.
Name of Event Being Attended
Please enter the specific name of the event you are attending (Conference, Speaking Engagement, etc.)
UF Business purpose of travel/Benefit to Sponsored Award or Grant.*
Select the statement that best describes what specific benefit your travel is to the State of Florida.
UF Business purpose of travel/Benefit to Sponsored Award or Grant.:Other
Benefit to Sponsored Award*
- Not applicable – not charging a sponsored award.
- To disseminate research findings to enrich the scientific community.
- To collaborate with faculty and/or scientists to achieve the award’s objectives.
- To receive education/training that is directly beneficial to achievement of the sponsored award’s research objectives.
Section 5: Estimated Expenses
Fill in the estimated costs for all the categories below to the best of your ability.
Expense Type
Lodging

Enter the estimated amount of personal funds you will use for lodging.
Lodging (PCard)

Enter the estimated amount to be charged to your Purchasing Card for lodging.
Expense Type
Registration Fees

Enter the estimated amount of personal funds you will use for registration fees.
Registration Fees (PCard )

Enter the estimated amount to be charged to your Purchasing Card for registration.
Expense Type
Abstract Fees

Enter the estimated amount of personal funds you will use for abstract fees.
Abstract Fees(PCard)

Enter the estimated amount to be charged to your Purchasing Card for abstract fees.
Expense Type
Air Fare

Enter the estimated amount of personal funds you will use for air fare.
Air Fare (PCard)

Enter the estimated amount to be charged to your Purchasing Card for air fare.
Expense Type
Rental Cars

Enter the estimated amount of personal funds you will use for car rental.
Rental Cars (PCard)

Enter the estimated amount to be charged to your Purchasing Card for car rental.
Expense Type
Other Expenses

Enter the estimated amount of personal funds you will use for other expenses.
Other Expenses (PCard)

Enter the estimated amount to be charged to your Purchasing Card for other expenses.
Please submit all receipts paid by PCard via email to fiscal@bme.ufl.edu or attach them to your Travel Authorization on the following page. Please do not submit receipts for travel expenses paid with personal funds on this form; these should be submitted with your final Expense Report upon your return.

If attending a conference, please include the agenda along with something which confirms what is included in the cost of registration (such as the initial conference registration form).

Directives and Information

Step 1 of 3

International Travel

Vacation Rentals

Upon Return from Travel - Advance Notice:

Personal Information

Departure and Return Information

Section 3: Funding Source

Section 4: Purpose of Travel

Section 5: Estimated Expenses