Connecting Learning, Life and Aloha
‘O ka ‘imi na‘auao, ke ola a me ke aloha kā kākou e huliāmahi ai

Research at UH Hilo

RCUH Travel Requests and Completions

**Complete the checklist and submit to your project’s admin/fiscal support with all applicable documents. For a form-fillable PDF version, please email Toni-Ann Samio **

TIMELINES

  • Travel Requests with advance: At FA for approval 15 business prior to departure.
  • Travel Request with no advance: At FA for approval 10 business days prior to departure.
  • Travel Completions: Submitted no later than 21 calendar days after return date.

SIGNATURE APPROVALS

  • PI, or delegate, should always sign documents. If the document is payable to the PI (e.g., reimbursement, travel, etc.), a supervisor’s signature is required.
  • If a delegate is signing, the respective delegation memo should be attached.
  • For all out-of-state/foreign travel docs, the Chancellor’s signature is required.
    • As of April 10, 2025, per UH President’s request, ALL travel must have Chancellor’s approval via the UH Hilo Travel Approval Form in Kuali Build.

TRAVEL REQUESTS UH AP 8.851 and RCUH 2.601

All travel must be approved in writing prior to booking and departure. Any expense incurred without prior approval is at the risk of the traveler.

  • Attach the Conference/Workshop/Meeting/Seminar Agenda, Program, Email Correspondence, Event Flyer, or Letter of Invitation.
  • Travel Itinerary (inclusive of air/ground travel times).
    • Identify any personal days, if applicable.
  • International Travel requires Restricted Party Screening (RPS) by the Office of Export Controls (OEC, uhoec@hawaii.edu) for approvals for destination (i.e. country), institution/organization, and/or foreign travelers. This includes travel for foreign travelers coming to Hawaii/UH.
  • Estimated Expenses, as applicable.
    • Airfare (comparison quotes are required if personal days are included)
    • Lodging (if above FAR, comparison quotes are required)
    • Conference/Meeting Fees
    • Ground Transportation (Sub-Compact or Compact Rental; Ride Share)
    • Parking (Airport & Hotel)
    • Baggage Fees
    • M&IE

STUDENT (NON-EMPLOYEE) TRAVELERS UH AP 8.561

  • Tax Determination from Ken Lum is required.
  • Award or invite letter is required.
    • Letters must state purpose/reason for selection, purpose of travel, dates of travel, award amount (i.e., travel expenses to be covered by project), source of funds (Sponsor's name and award ID), and statement of determination for taxable and reportable responsibility.
  • Student travel requires the UH DISB-4 Manual Travel Form to be completed and routed to FA.

SAME DAY, SAME ISLAND TRAVEL

On-island (no airfare, no lodging)

  • Mileage reimbursement, at the current IRS Mileage Rate , is allowed only when University vehicles are not available or practical to use.
  • For UH employees, a UH Training Request (Form 410 ) is required when travel does not generate a travel request document. Training refers to any event/activity (inclusive of conferences, workshops, etc.) when the employee is not a presenter. Route Form 410 to the employee’s supervisor and UH Hilo HR.

TRAVEL COMPLETION

  • Boarding passes (if any changes from travel request)
  • Original receipts in traveler’s name (as applicable)
    • Airfare
    • Itemized Lodging
    • Conference/Meeting Fees
    • Ground Transportation (Sub-compact or Compact Rental; Ride Share)
    • Parking (Airport & Hotel)
    • Baggage Fees