If you were unable to attend the travel training sessions that took place on March 10 and 11, you may log in to download a recording: Florida Tech Travel Training - March 2025.
Navigating the Travel Policy
The Florida Tech Travel Policy establishes clear guidelines for university-related travel to ensure it is cost-effective, necessary for business purposes, and compliant with state, federal, and international regulations. The policy applies to all authorized travelers, including students, faculty, staff, visiting scholars, and consultants, regardless of the funding source.
Florida Tech's partnership with FROSCH/Deem provides a streamlined corporate travel program for effortless booking and management. The Travel Portal allows you to update profiles, book trips, and access itineraries and resources securely. With the FROSCH/Deem platform for online reservations and the Obex for Business app for mobile convenience, managing travel is simple and efficient. Dedicated 24/7 Travel Advisors ensure personalized support, while the GuideMe tool offers essential travel safety and planning insights. This travel program is designed to make your travel experience smooth, secure, and stress-free.
Authorization of Travel: All travel must be approved in advance, typically by the manager, department head or Dean (or their respective delegates), through a spend authorization in Workday. This approval confirms the necessity of the trip and that the anticipated travel expenses are reasonable in nature and amount.
Expense Reimbursement Submission Timeliness: Travelers are responsible for submitting all expenses for reimbursement within seven (7) days of returning from domestic travel and ten (10) days for international travel. Late submissions (beyond 60 days) may result in taxable income implications.
Policy Statement: Florida Tech reimburses employees for allowable and properly documented travel expenses incurred while on university business. Any expenses that will be reimbursed from another source, any expenses of a personal or political nature, or any expenses not actually incurred by the individual with their own personal funds will not be reimbursed by the university.
Fly America Act: Federally funded travel must adhere to the “Fly America Act,” which mandates using U.S. flag carriers for international flights.
IRS Accountable Plan Rule for Official Florida Tech Travel: Reimbursements must follow the IRS accountable plan to avoid taxation. Any reimbursed expenses exceeding the policy's guidelines may be subject to tax and reported on the employee's W-2 or 10-42-s form.
Air Transportation: Travelers must book the most economical airfares, typically coach class. Business class is only allowed for international flights or special circumstances, like medical conditions, with appropriate documentation.
First-Class Airfare: First-class travel is generally not permitted unless justified for security, medical reasons or lack of availability in other classes.
Personal Vehicle Mileage Rate: Transportation expenses incurred for the use of personally owned automobiles will be reimbursed at the rate per mile as provided by the U.S. General Services Administration (GSA).
Personal vehicle use is reimbursed for actual business miles traveled.
Accommodations: Lodging costs must be reasonable and economical. Travelers are encouraged to take advantage of corporate, government or conference rates.
Airbnb and similar private rental services are allowed if preapproved by the Director of Business Services, provided there is no conflict of interest and they meet specified conditions (e.g., host rating, number of reviews).
Lodging costs within a 50-mile radius of the traveler's home or campus are generally not reimbursable.
Meals and Incidental Travel Expenses: Meals are reimbursed per diem, not actual expenses, with rates depending on the travel destination. Meals provided during conferences or events must be deducted from the per diem reimbursement.
Non-reimbursable Expenses: Certain expenses, like personal entertainment, loyalty programs, personal grooming, and travel upgrades for convenience, are not reimbursable. Florida Tech prohibits the use of university funds for nonbusiness-related expenses.
For International Travelers
International travel at Florida Tech follows specific guidelines to ensure compliance with U.S. laws, federal regulations and university policies. These guidelines cover travel authorization, compliance with export control laws, use of U.S. carriers and expense management.
International travel must be business-related and permitted by the department. International travel must comply with U.S. laws, including export control regulations. Additional considerations include security, health advisories and the U.S. State Department's travel warnings.
Travel expenses must be converted to U.S. dollars using official exchange rates, and proper documentation is required for reimbursement.
All international travel must be approved in advance through Workday. This includes a mandatory export control questionnaire, which must be completed and submitted to the Office of Legal Risk and Compliance 30 days before the desired departure date. For high-risk countries (based on travel advisories or specific materials), 45 days' notice is required.
International travel must comply with export control regulations. Travelers should be aware of the rules regarding the shipment of materials (e.g., equipment, biological samples) and the political or health-related risks associated with their destination. The Office of Legal Risk and Compliance will provide information and assistance.
For federally funded travel, the Fly America Act mandates the use of U.S. flag air carriers for international flights to or from the United States. Exceptions are allowed in limited circumstances. Detailed documentation justifying any exceptions must be provided.
Business class is permitted for international travel but must be preapproved. Documentation (e.g., medical reasons or flight unavailability) is required for any exceptions. First-class travel is generally not allowed unless approved under strict conditions (e.g., for medical or security reasons).
Florida Tech provides blanket travel insurance for international trips, including emergency evacuation and medical coverage. Travelers receive access to Crisis24, a 24/7 crisis management service that provides medical, security and logistical assistance while abroad.
Expenses incurred in foreign currencies must be submitted for reimbursement in U.S. dollars using official conversion rates. Credit card statements or currency conversion tools may be used for this purpose, and proper documentation must be attached to expense reports.
Meal expenses for international travel are reimbursed based on the U.S. Department of State's per diem rates for the travel destination. Receipts for meals are not required if claiming per diem, but itemized receipts for lodging are necessary.
Airbnb and similar private rental services are allowed for international travel if preapproved by the Director of Business Services, provided there is no conflict of interest and they meet specified conditions (e.g., host rating, number of reviews).
Florida Tech monitors international destinations for health and security risks through services like Crisis24. Travelers are advised to check travel advisories from the U.S. State Department before departing.
Florida Tech strongly discourages but does not prohibit travel to countries where the U.S. Department of State has issued travel warnings. If a traveler chooses to visit these locations, the university may require a waiver or release form to acknowledge the risks involved.
The United Kingdom (UK) is introducing a mandatory Electronic Travel Authorization (ETA) for visa free travel into the UK for select nationalities. An ETA is a digital permission to travel to the UK and will be linked to passports electronically. Starting January 8, 2025, this ETA will become a requirement. Advance planning is required, as most ETA applicants will receive a decision in three business days (in some cases it may take longer).
All visitors to the UK who do not currently need a visa will need an ETA. Click here for eligible nationalities.
By April 2024, all visitors who do not need a visa will need an ETA. This is being expanded as follows:
Eligible Non-Europeans can apply in advance starting November 27, 2024, and will be a mandatory requirement starting January 8, 2025.
Eligible Europeans can apply starting March 5, 2025, and will be a mandatory requirement starting April 2, 2025. Questions?
The European Travel Information and Authorisation System (ETIAS) is a new entry requirement for visa-exempt travelers visiting these 30 European countries. Once implemented, travelers from over 60 visa-exempt countries will need to obtain an ETIAS travel authorization before entering these nations.
Registration: Florida Tech travelers register on the FROSCH/Deem Travel Portal to create a secure profile, ensuring that travel preferences and personal data are up-to-date for optimal service.
Tools and Resources: The portal is a one-stop hub with access to booking tools, traveler profiles, itineraries, invoices, and other resources.
Health and Safety Alerts: Includes access to real-time travel alerts, safety briefs, and health resources via the GuideMe system.
Itineraries: Every FROSCH/Deem itinerary provides a Sherpa link at the top of the itinerary that directs travelers to a site that provides important information about their trip and documentation that is required.
Booking Options: Book flights, hotels, trains, and car rentals through FROSCH/Deem, a booking tool integrated into the portal.
24/7 Travel Advisors: Florida Tech travelers have direct access to a team of FROSCH/Deem Travel Advisors for personalized support, including an in-house after-hours line.
Contact Channels: Advisors can be reached by a dedicated email (FloridaTech@frosch.com) or toll-free number, with details on best practices for communicating requests effectively.
On-the-Go Access: Travelers can use the Obex app to contact travel advisors, view trip details, book Uber rides, and purchase lounge access. Search for Obex for Business in the Apple App Store and Obex for Business in the Google Play Store then download and install the app to your Apple or Android mobile device.
Travel Discounts: Florida Tech travelers enjoy negotiated rates on hotels, car rentals, airline partnerships, and benefits like upgrade options and hotel amenities.
GuideMe Safety and Planning: Provides country-specific safety briefs, visa, and health information for international travelers.
