Frequently Asked Questions

The first step is to complete the Travel Training module in Workday Learning, which provides an overview of our policies and procedures. Additionally, please review our Travel Webpage and Travel Manual for further information. For any inquiries, you may contact us at Travel@fgcu.edu. 

To complete your expense report, please go to the Header tab at the top left of the interface. Select "Edit," then choose "Check" under the Reimbursement Payment Type section. If the expense report has been issued to our inbox, contact our office as soon as possible and we will try and assist. 

For travel that spans across fiscal years, it may be necessary to create two separate Spend Authorizations. A Spend Authorization must be submitted prior to your trip. Any expenses incurred on a travel card can be reconciled as they occur. Given that your trip will conclude after the start of the new fiscal year, your initial Spend Authorization will be closed. If you have any remaining expenses for reimbursement or if you used a university-issued travel card, you must create a new Spend Authorization in the new fiscal year to submit an expense report for those expenses. 

No, if you choose to use a personal gift card for a business related expense, you will not be reimbursed what the cost of the gift card was. It is advised that you do not use personal gift cards for business related trips.

Paid seats for flights are non-refundable as per our travel policy. We advise reviewing your seat selection carefully prior to confirming your booking to ensure it aligns with our travel policy. 

Flight insurance and flight cancellation expenses are ineligible for reimbursement in accordance with our policy guidelines. We advise travelers to carefully review their travel plans, our policy, and assess potential risks before booking flights. 

If you plan to include personal travel before or after your FGCU business trip, you must provide a comparable flight cost that reflects what the expense would have been solely for university business purposes. Obtain this comparison at the time of booking your actual flight. The comparable flight details must include the to/from destinations, dates, and the corresponding cost, saved as a PDF document to be submitted with your expense report. The university will reimburse the lesser cost between the actual and comparable flights. For more information, refer to the travel manual regarding airfare policies. 

No, the university does not reimburse for the use of personal miles that are used when purchasing flights. If it is a business related flight, it is suggested to not use your personal points.

Yes, if you have incurred expenses for your upcoming trip, such as airfare or registration fees, using your travel card, you may submit an expense report for these charges in advance. Please note that any expenses not charged to the travel card or incurred during the trip must be submitted in a separate expense report after your return. This ensures accurate tracking and reimbursement of all trip-related expenses.

Please review our Create Expense Report – Travel Reimbursement job aid for detailed instructions on how to split costs, specifically on page 8. 

If you encounter this issue, follow these steps to resolve it promptly: 

• Click on the header of the expense report. 

• Select "Edit" from the menu options. 

• Choose "Spend Authorization" from the available options.
• A drop-down menu will appear where you can select the relevant travel spend authorization. 

By establishing this connection, you can efficiently rectify the error and maintain expense records in compliance with the Spend Authorization. 

In instances where a meal is provided by a hotel or airline, travelers are entitled to claim the legally mandated meal allowance. 

Yes, you will be required to submit a completed Procurement Services Justification Form, approved by your supervisor, confirming that it was the only available parking option. 

Yes, visa and immunization fees are reimbursable if the traveler is sent to a foreign destination on university business. 

Yes, when a meal is included in the registration fee, the meal allowance cannot be claimed for reimbursement, regardless of whether the traveler chooses not to eat the meal for personal reasons. 

No, the university will reimburse mileage costs at $0.445 per mile, in accordance with Florida State Statute 112.061. Reimbursement for fuel expenses for a traveler’s personal vehicle is not permissible. 

If a family member transports the traveler to the airport, round-trip mileage and tolls are reimbursable. However, if the traveler is driven by someone other than a family member as a courtesy, mileage and tolls are not reimbursable. 

You must provide a justified reason demonstrating how the additional workshops or events relate to your role at FGCU. 

Car rentals can be conveniently reserved through our website under the Rental Vehicle Information. Select from our contracted partners: Avis/Budget or Enterprise/National. Please note that all rentals should be compact unless a valid justification for a larger vehicle is provided. You will also need to submit a completed and approved Procurement Services Justification Form and attach with your Spend Authorization. 

Yes, roadside assistance is included with our contracted partners: Avis/Budget and Enterprise/National. 

Please review our Create Spend Authorization Job Aid for detailed instructions. 

Workday has developed an Expenses Hub app to streamline the management of all expense-related items, including Spend Authorizations. For further details, please review the Expenses Hub Job Aid. 

You can modify the Activity or grant number within the expense line to indicate the appropriate funding source. If you are allocating the cost of airfare between two funding sources, add an expense line for airfare with the corresponding amount and specify the first funding source. Then, add another expense line for the remaining airfare amount and specify the second funding source. 

This task involves reassigning a T-card holder’s travel expense transactions to the employee who traveled (e.g., an administrator purchased flight or hotel accommodations for a faculty member’s trip). Transactions can be reassigned across departments. For detailed instructions, please refer to the Reassign Expense Credit Card Transactions Job Aid.