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.