Employee Travel

On this page:

Please see the following UH Hilo specific guides for the basic requirements for completing the required travel documents.

• Intra-State travel request guide
• Out-of State/Foreign travel request guide
• Travel Completion guide
• Travel Advance Requirements

Revised 7/9/25.

Travel Requisitions

Required Information and Helpful Hints

Below is a listing of required information and helpful hints for the processing of travel related requisitions:

1. Reference the KFS eDOC requisition number on the Travel Request and the Travel Request “T” number on the KFS eDOC requisition.
2. For requisitions for the purchase of airfare, include in the description field the following information:
   • Travelers Name
   • Destination
   • Travel Dates
   • The flowing phrase: “Refunds on Tickets Shall be Made Payable to the University of Hawaiʻi.”
3. For requisitions for the rental of a car (rental of larger vehicles require sufficient justification, include the justification in the comments section on the requisition.)
   • Traveler’s Name
   • Rental Location
   • Rental Dates
   • The size of the rental car (rental of larger vehicles require justification in the comments section on the requisition.)
   • The following phase for intra-state car rental: “No Insurance – See Attached”
4. Travel subcodes are based on the type of expense and the business destination. For example, if the requested travel is airfare for a meeting in Oʻahu, the intra-state transportation subcode is used. In another example, if the requested travel is a car rental in California, the Out of State US & Territories transportation subcode is used. Below is a list of travel subcodes to assist in the preparation of a requisition.

List of Travel Subcodes

Per Diem, M&IE:
Lodging and Meals & Incidental Expenses

Transportation:
Airfare, Checked Baggage Fees, Taxi Fare, Car Rental, Parking, Gas, Toll Charges, etc.

Other Travel:
Package Deals, Registration/Conference Fees, Phone/Fax/Internet, etc.

Excess Lodging Cost Comparison Guidelines

No cost comparisons are required when staying at a conference hotel with excess lodging.

(Note: Justification required if traveler is staying at the conference hotel and has a rental car)

Excess Lodging at a non-conference hotel:

1. Please submit two cost comparisons (hotel of choice + one additional) to establish price/cost reasonableness.
2. The justification should explain why it’s necessary and reasonable.

Refer to the UH Travel Reimbursement Checklist , or visit the eTravel Home Page for more information.

Have a Question about Employee Travel?

Please contact Anson Ohara.