TRAVEL STUDIO BEST PRACTICES
As youassistyour traveling studios in arriving safely at their destinations, I want to remind you of the following;
· Best practicesforplanning your studio travelthat leverages the Travel and Expense Management (TEM) system
· The required registration and confirmation ofall travelers in the Global Activities Registry (GAR).
Group Airfares
All domestic and international group travel (10 or > travelers)should be arranged through World Travel for a fee of $20 per person by contacting JennyFederovich at 1-800-867-2970 ext. 3725, orPJPietro ext. 3741 If the budget allows, the fee is inclusive of arrangements for airfare, hotel, and ground transportation. The group designated travel arranger whether faculty, staff, or student should request at least two pricing options, direct flight and a layover, to compare pricing alternatives. The group designated travel arranger must provide toWorldTravel the business purpose of the trip and their 26-digit account ending inCREF 0067. The final approved cost will be directly billed against the account provided.
Bank of America Card (BOA)
Faculty trip leaders should apply for a BOA card by clicking hereat least14 daysprior todeparture and use their card to pay for hotels, ground transportation, dinners, and other pre-approved miscellaneoustravel expenses.
NO CASH/CHECK ADVANCES WILL BE GIVEN TO A BOA CARDHOLDER!
Student Concur Expense Reports
Students seeking reimbursements for pre-approved studio travel expenses shouldbe forwarded the attached TEM Concur Expense Report - Student Starter Kit. Students will not be able toaccessthe ConcurExpense Report tabuntiltheirnames andPennID numbershave been uploaded into the TEM system (48-72 hours) by Christine Williams. Pleaseprovide thisinformationtoChristine
CASH/CHECK ADVANCESFOR STUDENTS SHOULD BEOFFERED JUDICIOUSLY!
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Global Activities Registry(GAR)
For compliance purposes,all of your international travelers must be registered and have a confirmed participationin the Global Activities Registryhttp://www.upenn.edu/globalactivities/ Registration can be done at the departmental level, or by sending Christine Williams your course number(s), destination(s), and dates of travel.
An automated email will be generated notifying travelers to log on to the Global Activities Registry and confirm their participation in the trip. Travelers will then be required to enter in their emergency contact, passport, and itinerary information. Travelers will automatically be enrolled in Penn’s International SOS program http://global.upenn.edu/gss/health-and-safety
NOTE: Flight information is requiredin GAR for each traveler in orderto be enrolled in SOS.
The intention of the Global Activities Registry is to capture international travel conducted by Penn faculty, students, and staff for the purposes of;
· contacting travelers in emergencies
· assisting individuals and groups, as needed, with pre-travel preparations
· identifying opportunities for closer collaboration on international research and operations
Students must also sign the Waiver Programs Abroad Form (attached).
Please let me know if you have any concerns/questions.
Safe travels!