Email Example

�Dear faculty and staff,

Keeping a close eye on travel budgets and adhering to travel policies are important ways to demonstrate good stewardship of Baylor�s, and our department�s, resources.� Please take a few moments to familiarize yourself with the following travel guidelines before engaging in any departmental travel this semester.� Thank you.



Before your trip:

  • Complete and turn in a Travel Authorization Form (TAF) before your trip.��� This is important to make sure you are covered by the university�s accident insurance while you are on the trip.� Please contact Sponsored Programs at Ext. 3817 for approval of grant related travel.
  • If applicable, make plane reservations through a BU authorized travel agency or be able to show that your ticket was a better deal for the university:
  • Familiarize yourself with Baylor�s travel policies: This is important so that you have a clear idea of what expenses will and will not be reimbursed.� If applicable, please pay particular attention to the spouse travel policy and the policy for travel related to grants and other sponsored programs.
  • If you will be staying at a hotel in Texas be sure to take a tax exemption form with you. You will need to give it to your host upon check in to avoid paying state hotel taxes.�

When you return:

Within 15 days of your trip, please complete an electronic expense report (ER):

  • Submit one copy via e-mail to [Chair�s name].� Be sure to �CC� [chair�s assistant�s name] on the e-mail.

  • Print and sign one copy of the completed ER.� Attach all required supporting documentation (receipts, bills, etc.)� and submit the package to [chair�s name] for approval.