IMCI: Travel Pre-Approval

❗ READ BEFORE SUBMITTING ❗

Please enter your estimated pre-trip information. Estimate a bit higher than you anticipate. IMCI Staff will process in Chrome River and you will receive an email to approve. Please email imci-grants@uidaho.edu with any questions or concerns.

🚨 Critical Travel Requirements

  • Approvals First: Prior to your trip, you must submit an IMCI Travel Pre-Approval Form and ensure your supervisor approves the authorization in Chrome River.

  • International Travel: If traveling internationally, you MUST register your trip with the International Programs Office and follow the Fly America Act.

  • Purchasing Cards: University Purchasing Cards are for university-related expenses ONLY. If an expense mixes business and personal purposes, pay with personal funds and request reimbursement for the applicable business expense.

  • Personal Days: Personal days during the trip MUST be pre-approved, documented on your travel request, and paid for with personal funds. Ensure any pre-approved personal travel days are clearly listed on your travel claim. the university may not incur additional expenses stemming as a result of your personal travel.

    • Mixing Personal & Business Travel? When combining personal and business travel, a cost comparison of a strictly business itinerary versus the actual itinerary is required. The university will only reimburse the most economical fare

🛫 Booking Accommodations & Transit

  • Airfare: Book the lowest-priced airfare available. Upgrades, first-class tickets, and domestic travel insurance are NOT allowed. Baggage fees are covered for one checked bag and one carry-on.

  • Lodging: Room rates must be single occupancy, otherwise, a comparison showing the single occupancy rate must be provided. Ask for the government rate and State of Idaho tax-exempt status when lodging within Idaho.

  • Rental Cars: Rent a compact or economy car through the State Rental Car Contract with Enterprise or Hertz. You must become a qualified driver through your home department prior to driving. In general, only UI employees are allowed to be drivers and passengers. Do not purchase domestic rental insurance. Click link to view rental car contracts: Transportation 

  • Personal Vehicles: Reimbursement is $0.76 cents per mile based on Google Map routes. Do not submit gas receipts.

  • Train/Metro: Transportation to/from airport to hotel/conference location is allowed and if there are field sites that are part of a training/visit. Please keep your receipts.

💳 Expense & Receipt Guidelines

  • Required Original Receipts: You must provide original itemized receipts for airfare, lodging (must show a $0 balance), rental cars, and conference registrations. Internet receipts are accepted as originals.

  • Incidental Expenses: Ground transportation and other business-related expenses (internet, parking, tolls) require receipts. 

  • Per Diem (Meals): Paid for meals not provided during your trip based on departure/return times. The current in-state rate is $55/day; out-of-state uses GSA rates. Do not submit food receipts.

✅ Post-Trip (Within 15 Days)

  • Fill out an IMCI Travel Reimbursement Form within 15 days of returning.

  • Expect processing within 2 weeks of the IMCI Office receiving your claim.

  • Questions? Contact the IMCI Office: imci-grants@uidaho.edu.