Group Travel Booking Procedures

Group Travel Requirements

2 or more traveling to the same destination on the same Travel Request. (Pre-paid Airfare, Hotel and Rental Car (if applicable)

Travel Request Travel Request Form (TR)
Travel Roster & Rooming List (If applicable) Will add once form is uploaded to site
All students participating in travel that is organized and sponsored by the university must complete a university Release and Indemnification Agreement for Adults
Program/Agenda
Travel Card upon approval- Travel Card request must be submitted through DocuSign for approval no later than 15 working days prior to travel. Travel Card Application

When you are first inquiring about travel, please complete and submit a Travel Information Request (TIR Form) to: UHDtravel@uhd.edu.
The Travel Office will research your request and send back an email quote with options, if available, to meet your travel needs. Note: These travel options are not ticketed nor confirmed and there is no obligation. We are providing travel information only at this point.
After receipt of the email, the travel arranger needs to complete a Travel Request Form (TR Form) along with the selected travel arrangements attached. TR must be submitted to the various departments for the authorized approval signatures. Note: The Travel Office cannot issue airline tickets or confirm rental car/hotel reservations without an approved TR. Rates are subject to availability when approved TR is received.
Upon receipt of the TR, the Travel Office will confirm all travel arrangements. Airline tickets, if any, will be issued and the traveler arranger will receive an invoice via email, (eInvoice), with the Groups confirmed travel itinerary.
Cancellations – Accounts Payable should be notified immediately of any changes or cancellations. The department is responsible for keeping records of the tickets and applying the amount for the employee’s next business travel (if any)