Scope: This procedure outlines the process for requesting, planning, and getting reimbursed for work-related travel and training. Any questions about travel requests and approval should be referred to your director. 

 Contact: Laura Daniels

Unit: SMT 

Date last updated: June 2026

Date of next review: June 2027

 

Always start with speaking to your supervisor about any potential request. 

A  call for requests is usually sent out by a member of SMT in early summer. Whenever feasible, consider events that are planned or likely for the coming year and make a request at this time. This assists SMT in making reasoned and equitable decisions in allocating our available funding. 

Step 1: Pre-approval request

(LTS, A&P, ATS process and form to review requests and fairly allocate travel and training budget) 

  • The call for requests will include a form to fill out and instructions for doing so.  
  • Requests that need to be made later in the year should be addressed to your director (after initial approval from your supervisor) and should include the same information that is gathered in the request form, (See Appendix) 
  • SMT collectively evaluates requests based on the information you provide, the funds available, and our standard criteria 
     
    • Be aware that some types of travel (such as WolfCon) are centrally funded and the decisions about who is funded are made in consultation with, but not by, SMT

 

Step 2: CUL pre-travel form

(CUL process to ensure that all travel and training is approved) 

  • This step is not required for training or virtual conference participation 
  • Once you have received written approval from your director (usually via e-mail), fill out the CUL request form  
  • This form goes to the library finance and budget office 
  • A link to the form, along with relevant fund codes to use, will be included in your approval message 
  • SAVE A PDF of the completed form once you receive the “travel request approved’ message, which will include a link to the form.  
  • See FAQ below if you encounter issues with this form 


Step 3: Planning travel & training

  • No expenses should be incurred until you have received approval 
  • We are encouraged but not required to book travel through Concur 
  • If there are changes to your plans that will significantly increase the cost, confer with your director before proceeding

  • Paying for travel & training 
    • For training: Laurie Stevens (lms6) can usually help you register using departmental funds. Confirm the appropriate fund before going to Laurie (this is usually part of the initial confirmation from your director). (see Appendix)
    • For conferences or meetings Laurie Stevens can also usually pay the registration fee using departmental funds. As above, make sure you have the correct fund information from your director.
    • Other travel expenses (such as airfare, lodging, local transit, meals) need to be paid up front and reimbursed following the trip. If this may cause financial hardship, please reach out to your supervisor, your director, or any member of SMT.

 

Step 4: Reimbursement for travel expenses

(University process to properly account for travel expenses and reimburse individuals for their expenses) 

  • Immediately following completion of travel, you will need to create a report in Concur 
  • If you need any assistance, you are not alone! Feel free to ask Jesse or Laura for help 
  • Attach any relevant receipts to this report 
  • Attach the PDF of your completed travel request form 
  • If attending a conference, attach a copy of the program showing any meals that were (or were not) supplied 
  • To be reimbursed, submit form and documentation within 60 days of travel.  


 Appendix: Information needed when making Step 1: Pre-Approval 

  • Requestor last name and first name (Lastname, Firstname). 
  • Dates of travel / training event 
  • Name of event/ training.  
  • Is an online/virtual option available for this event? 
  • How will you participate in this event? (i.e. in person or virtually) 
  • Location (city, country) 
  • Registration / training fee 
  • Estimated total cost (registration, transportation, lodging, meals, etc). 
  • Are you presenting? 
  • Are you chairing or serving on a committee at this event? 
  • Briefly describe what you are going to do including the benefit for your professional development and CUL. 
  • Have you received travel / training support in the past 12 months? 

 

FAQ: Common issues with Step 2: CUL pre-travel form

The estimated amounts you enter in the form are added up automatically to generate the Calculated estimated total cost. (pale blue arrows)

The amount you enter associated with the account(s) (often it will just be one account) generates the Sum of account distribution. (dark blue arrows)

These two (the estimated cost and the amount allocated) must be the same.