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College of Engineering

Travel

Travel Request >> Booking Travel >> Expense Report

Per University policy, when traveling on official UF business, you are required to use UFGo to get approval for travel, booking airfare/lodging, and to receive reimbursement. The Travel team has prepared a list of Toolkits that guide you through using the travel system. Here are a few important tips:

  • If you are employed by UF, you have a UFGo account that you must use for travel.
  • If you are an undergraduate student who is not currently employed by UF, you do not need to set up a UF Go profile. Please contact the fiscal office at BMEUFGo@bme.ufl.edu to complete a travel request.

Helpful Toolkits & BME Guides

  • Step 1: Setting up your UF Go Profile
  • Step 2: Add the fiscal staff as delegates so they can access your profile. Manage Delegates Toolkit
  • Step 3: Submit a Travel Request before booking your trip to ensure approval for reimbursement. The BME Fiscal team has made a PDF tutorial with a department-specific guide on how to create a travel request. (BME PDF)
  • Step 4: Booking Travel with Concur/UF Go
  • Step 5: Creating an Expense Report within 5 days of returning from travel to receive reimbursement & notify BME fiscal (BMEUFGO@bme.ufl.edu). Here is a link to our department-specific guide on Expense Reports – (BME PDF)

Want to take a personal travel? How & When to Create a Cost Comparison Toolkit

For all other toolkits, please go to UFGo’s official website or see the below FAQ:

Approval is required by the College of Engineering prior to booking an Airbnb.

  • Travel must be 7 consecutive days or more and cost comparisons for hotels in the area must be provided
  • A justification/reasoning for requesting an Airbnb should be provided. Cost savings cannot be the only reason.
  • Email the above information to UFGo@bme.ufl.edu

In the report header of the travel request, please complete the section “personal travel dates“. Provide cost comparisons for flights. How & When to Create a Cost Comparison Toolkit

Email BMEUFGO@bme.ufled.edu with your award letters. There are different rules for each award, and some require you to use UFGo or to book travel personally. Do not book any travel to be used for an award until you know how your award will reimburse you.

According to the Fly America Act, you must choose a US-based carrier (Delta, American Airlines, United, JetBlue, Southwest, Spirit, Alaska, Frontier, etc.) when flying internationally.

An upgrade above the main cabin is allowed in the following instances:

  • If the total travel time (from the scheduled departure from the originating airport to the scheduled landing time at the final destination) is over 10 hours, the trip is eligible for one cabin (for example, main cabin to premium) upgrade using University funds. Overnight hotel stays should not be included in total travel time.
  • If total travel time is over 16 hours, the trip is eligible for two cabin upgrades (for example, main cabin to business) using University funds.
  • If an ADA accommodation is documented before booking travel.
  • If the University Traveler personally covers the cost of the upgrade.

Yes, on the travel reimbursement report, please include your arrival and departure times.  These should be the time you left your point of origin and returned to your point of origin, NOT your flight times.

  • Meals for domestic travel are reimbursed at the State rate (Breakfast $6; Lunch $11; Dinner $19) and do not require receipts.
  • Meals for international travel are determined by completing the travel allowance in UF Go.
  • Meals provided by the conference/meeting are not reimbursed. This excludes any receptions where only hors d’oeuvres are served. 
  • Based on your travel departure and return times.

If you drove your personal vehicle, you may be reimbursed for mileage OR fuel (provide itemized receipt), but not both.

In the travel request on the report header, please select the YES drop-down under “taking any UF-owned equipment“. UF Go will then prompt you to complete the necessary forms with UF Asset Management.

UF Tipping policy is 20% of the subtotal before taxes

Always attach the conference agenda and registration form.

  • If you are a UF employee, your reimbursement will be directly deposited into the bank account you have on file.
  • If you are not a UF employee, a check will be mailed to the most recent address you have on file.
  • You may track your reimbursement in UF Go by looking under the “Report Timeline” of your report.

The BME fiscal team emailed an Excel spreadsheet with funding information for each PI at the beginning of every semester. For an updated list, just send us an email at BMEUFGo@bme.ufl.edu.

  • All UF employees have access to UF Go to their own aircard.
  • The aircardmay be used to purchase airfare through the UF Go booking tool.
  • You will need to add the aircardexpense to your travel reimbursement report.

Yes. You may add your rewards number to your UF GO profile, and it will be automatically applied to your bookings.