Making Arrangements for Travel

We can make arrangements via Vanguard travel service or directly with an airline or online reservation site using a university credit card. We ask that you send us

• full name of the person traveling as it appears on his/her ID
• email address of the person traveling
• travel dates
• preferred times (morning, afternoon, evening or more specific requirements)
• seating preferences (aisle, window, front, back)
• frequent flier numbers

You might also send specific information concerning the exact flight you would like to reserve (airline and Flight #) if you have particular preferences.

An ORSP staff member will review available flights and contact you to confirm the arrangements. Once the reservation is made, the traveler will receive an email confirmation and itinerary. Contact us for arrangements!


We are happy to help you make arrangements for alternative modes of transportation. Keep in mind that driving is often more expensive than flying (because of the mileage rate) so you might want to consult your budget to see if driving is advisable. See the Mileage Report Form for more information.


We can make arrangements for hotel expenses to be paid with a St. Kate's credit card. The traveler will still need to submit the receipt to us so that we can provide documentation for the credit charge. Contact us for arrangements!


St. Kate's Insurance policies require that the driver of the vehicle make his/her own arrangements for car rental. He/she can then submit a receipt to ORSP for reimbursement.



Grant manager must have itemized receipts for all expenses and will be reimbursed for actual expenses up to $46/day, which is the St. Kate per diem rate (individuals using internal St. Kate's funds will sometimes be reimbursed $46/day without receipts, but anyone paid via a grant must have an itemized receipt and will only be reimbursed for the amount of the receipt. This is due to federal regulations regarding the appropriate use of grant funds). Alcohol is not an allowable expense and must be paid by the individual on a separate receipt.

The first and last day of a trip are considered travel days and count as half days as you calculate per-diem. So if you depart on a Monday and return on a Friday, you are eligible for four days of per diem with Monday and Friday each counting as a half day and Tuesday, Wednesday and Thursday counting as full days. Thus, your per diem calculation is 4 x $46 = $184. This would be the maximum amount you could be reimbursed providing you submitted itemized receipts totaling this amount. You will not be reimbursed for any amount over $184 or for any amount for which you do not have an itemized receipt. Note that if you are attending a conference in which meals are included as part of the registration, the per diem rate will be adjusted to cover only those meals not included. Contact ORSP if you have questions!


A traveler may be reimbursed (or may receive a travel advance) for ground transport. A receipt or ticket stub (for subway travel) must be submitted along with the reimbursement request. See the Travel Expense Report for more information.


Travel advances are available. See the Travel Expense Report for more information.


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