Post-Travel Summary Form Instructions

It is important to note that a copy of the completed Post-Travel Summary Form must be provided to your usual point of contact to receive reimbursement directly from the traveler.

To open the Post Travel Summary form, click the Student Affairs Post-Travel Authorization Form button on the Travel Form Webpage.

Employee/Travel Information

 Traveler

1. Enter the first and last name of the traveler
2. Enter the traveler’s email

Please re-enter Traveler’s information to send them a copy of the completed form

1. Enter the first and last name of the traveler
2. Enter the traveler’s email

Enter an additional email to receive a copy of the completed document

1. This area is for anyone who needs a copy of the completed form
2. Enter the first and last name of the person who needs a copy
3. Enter the email of any person you would like to receive a copy. The VPSA Office will automatically receive a copy; there is no need to include Nessa or Lynette in this area.
4. If there are no additional parties that need a copy of the form, you may skip this field.

Begin Signing

1. Click Continue at the bottom of the screen to begin filling out the form
2. Name: Enter the traveler’s first and last name
3. EMPLID: Enter the traveler’s UND-issued Employee ID number or student ID number
4. Dept: Enter the department name 
5. Stop: Enter the stop number for the department (e.g., 7140)
6. Destination: Enter the trip destination (e.g., City and state, Conference name)- you must attach an itinerary for payment and procurement review.
7.  Departure Date: Enter the date of departure utilizing the drop-down calendar
8. Time: Enter the departure time utilizing the required format (e.g., 8am)
9. Return Date: Enter the date of return utilizing the drop-down calendar
10. Time: Enter the return time utilizing the required format (e.g., 8 a.m.)

Reimbursement Requested

1. Dates of Travel: Enter the dates traveled down the column utilizing the drop-down calendar, follow the required format for all proceeding dates (e.g.,10/03/2025). All dates must be included when submitting for reimbursement.
2. Meals Not Provided: Following the guidelines for meal reimbursements, checkmark any boxes for meals not provided as part of the trip.
3. Personal Vehicle Mileage: List the miles traveled in a personal vehicle for each day in travel down the column.

Actual Costs

Registration

1. Enter the funding source in the required format (e.g., 21302-5000)
2. If a UND-issued Purchasing-Card will be used to purchase registration, type the registration amount paid in the P-Card area. If reimbursement is required due to using a personal form of payment, enter the registration amount in the field labeled 'Reimbursement'. The amounts will automatically total the numbers entered at the bottom of each column.
3.  If no registration is utilized, you must enter zeros in the required fields.
4. Receipts for documentation purposes are required

Personal Vehicle Mileage

1. Enter the funding source in the required format (e.g., 21302-5000).  If reimbursement is required, enter that amount in reimbursement. Refer to the Payment and Procurement personal vehicle use/mileage reimbursement rate for per-mile calculation instructions.
2.  If no personal vehicle mileage will be utilized, you must enter zeros in the required fields.
3. The amounts will automatically total the numbers entered at the bottom of each column.

Air Transportation

1. Enter the funding source in the required format (e.g., 21302-5000).
2. If a UND-issued Purchasing-Card was used to purchase air transportation, type the amount in the P-Card. If reimbursement is required due to using a personal form of payment, enter the air transportation amount in the field labeled Reimbursement. The amounts will automatically total the numbers entered at the bottom of each column.
3.  If no air transportation was utilized, you must enter zeros in the required fields.

4. Receipts for documentation purposes are required

Luggage

1. Enter the luggage amount in the field labeled Reimbursement. The Amount column will automatically total the numbers entered.
2.  If no luggage was utilized, you must enter zeros in the required fields.
3. Receipts for documentation purposes are required.

Ground Transportation

1. Enter the ground transportation amount in the field labeled Reimbursement. The amount column will automatically total the numbers entered.
2.  If no ground transportation was utilized, you must enter zeros in the required fields.
3. Receipts for documentation purposes are required

Parking

1. Enter the parking amount in the field labeled Reimbursement. The amount column will automatically total the numbers entered.
2.  If no parking was utilized, you must enter zeros in the required fields.
3. Receipts for documentation purposes are required.

Lodging

1. If a UND-issued Purchasing-Card was used to purchase lodging, type the lodging amount in the P-Card area. If reimbursement is required due to using a personal form of payment, enter the lodging amount in the field labeled Reimbursement. The amount column will automatically total the numbers entered.
2.  If no lodging was utilized, you must enter zeros in the required fields.
3. Receipts for documentation purposes are required.

Meals

1. Enter the total meal allowance amount during the timeframes traveled in the field labeled Reimbursement. The meals during travel must match the times and guidelines listed on the Travel Meal Reimbursement Webpage. Amounts outside of the required timeframes or allowances will not be reimbursed.  The amount column will automatically total the numbers entered.
2.  If no meals were purchased, you must enter zeros in the required fields.

Miscellaneous

1. Enter any miscellaneous expenses and describe them in the notes section below.
2.  Receipts are required for reimbursement.

Required Attachment (paper clip icon)

1. An itinerary must be attached utilizing the paperclip icon.
2. A copy of the Approved Pre-Travel Authorization Form and all pertinent receipts related to travel must be attached here to issue reimbursement.

Notes

1. You may add any information related to the travel in the notes field that you would like to provide to the travel approvers, such as ground transportation being shared and submitted on a colleague's Pre-Travel Authorization Form.

Please Make Note of any Potential Personal Travel Associated with This Trip

1. List any personal travel dates that will be used during this trip.
2. Date: The date the form was completed will automatically populate here.
3. Finish: When you push the finish button at the bottom of the screen, the completed form will be emailed to any email addresses that were entered at the beginning of the form.

Submit

You must submit a copy of the completed Travel Summary form to your usual departmental contact (e.g., the Shared Service Center or your usual Financial Manager) to receive reimbursement for the items entered.