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Individual Travel Application and Process

Individual Travel Application and Process

This application should be completed by individual faculty, staff, and students who plan to engage in domestic or international travel on behalf of the university.  Travel is defined as any trip that is by plane, or "out-of-town" and overnight. "Out of town" is defined as anything further than 1.5 hours from UD's campus.

 

If UDRI is sponsoring any part of your travel, work directly with the UDRI Travel Coordinator. Do not complete the application below. 

 

In addition to following the steps below, you may also want to check out our FAQs and Training Videos.

The basic steps are as follows:

  1. Consult with your supervisor regarding your travel plans and anticipated budget.
    • In the application, you will have the option of uploading documentation of your supervisor's approval. This will expedite the travel approval process. The documentation can be an email (or other written doc) that shows the supervisor has approved the following: Dates, Location, Purpose of Travel, Budget (anticipated total spend), whether it is Essential or Non-Essential.
  2. Complete the Individual Travel Application.  Or, login to an in-progress or previously submitted application.
    • Enter your UD login credentials. 
    • If this is your first application through Terra Dotta, you will be asked to supply some basic profile information.
    • Select the term that best aligns with your travel dates. 
    • Enter the dates and location (itinerary). Click the blue "+" sign. You may add multiple dates and locations with this process. Then, click "Continue."
      • Note: Arrival Date is when you arrive at your destination; Departure Date is when you leave your destination to return home.
    • Click “Apply”
    • Click “Get Started” and answer the questions on the various questionnaires.  Some of the information you will need to provide includes:
    • After you complete each section, click “Done.”
    • Once all questionnaires are complete, at the top, click “Submit Your Application”
  3. The Center for International Programs (CIP) will manage the process of ensuring necessary approvals for your travel (e.g., supervisor, Dean/VP) and will manage the review process for any high risk travel waiver requests, if necessary.
  4. CIP will notify you if your travel is approved or not. If approved, the message will include helpful reminders about next steps, including how to book your travel via Options Travel.
  5. You must notify travel@udayton.edu of any changes to your travel plans (dates, locations, etc.)
  6. You will upload any requests for reimbursement via the Integrated Travel System following your return. 

Note: Generally, it is not possible for a proxy to apply on your behalf. However, for units or departments with frequent travel, there may be an administrator who is trained to complete the application for others. Reach out to us with any questions on this.

 

Need assistance or have a question? Contact travel@udayton.edu

CONTACT

Education Abroad and Partnerships

Alumni Hall
300 College Park
Dayton, Ohio 45469
937-229-3728
Email