Flow Chart Key

Decision Process

Purchasing Process

End User Process

RRISD Travel Process Employee/Sponsor submits Approval Form

Students to Travel Employee(s) to Travel

Is employee/ group traveling overnight or out-ofstate?

No

Is travel being paid with Beyond District Student Travel (BDST) Funds?

Is travel being paid with Activity Funds?

No

Yes

Yes

Yes

Sponsor forwards contract & Approval Form to Travel Coordinator No

Traveler submits Local Travel Expense Report

Traveler submits Approval Form

Purchasing Office reviews/makes changes to contract Travel Coordinator forwards contract to CFO for Approval

Traveler submits Online Travel Request

Is a rental vehicle needed for travel?

Is a Tour Company Being Used?

Yes

Traveler submits Local Travel Expense Report

No

Travel Coordinator sends approved contract back to campus/sponsor

Employee/Sponsor submits Online Travel Request

Employee/Sponsor submits Online Travel Request

Employee/Sponsor submits BDST Form

Students submit Letter of Agency

Is a rental vehicle needed for travel?

Yes

Driver obtains Motor Vehicle Record approval from Risk Management

No

Travel Coordinator makes travel arrangements

Group Travels Group Travels

Travel Coordinator makes travel arrangements

Employee(s) Travel

Traveler sends hotel receipt to Travel Coordinator and travel expense receipts to Accounts Payable for reimbursement