Travel Policies

To edit travel preferences log on to your BYU Continuing Education account.

Please become familiar with these policies before you travel!

Air Travel

Please enter your travel preferences online in your account. If you are unsure how to do that please email us at efyteacher@byu.edu. Our travel agent will book travel according to your notes. She will then contact you to confirm travel. As soon as you accept your contract, please edit your travel so we can make the necessary flight arrangements. Especially for Youth Programs will purchase round trip air tickets. We will fly teachers to their assigned sessions on Monday, returning Wednesday evening. Session Directors will fly to their assigned session the Saturday before the session and return home the following Saturday. If you plan to stay in an area longer you may do so at your own expense.

Air tickets are usually electronic and require you to present government-issued picture identification when arriving at the airport (i.e. driver's license, passport, etc.). You must have your driver's license at the airport. Your ticket must also be purchased under the exact name on your driver's license. You will be able to see and print your itinerary online at VirtuallyThere.com when entering your last name and reservation code (you will get this from us after your flight has been issued).

When traveling with our program, BYU Travel must issue air tickets. Do not issue or pay for your own tickets and expect to get reimbursed. If you have special circumstances regarding when you need to fly out or return, please inform us and we will do our best to accommodate you. Any changes made to your ticket after it has been purchased will be at your expense (usually a $100+ charge, plus difference in new ticket price).

If you are staying longer than your allotted time to visit with family, friends or to enjoy the sights, BYU Travel will look to see if there is a cost difference in flights and you will be charged any extra expense. Please be prepared to pay for extra flight expenses with your own credit card.

Automobile Travel

All teachers driving to a session must have the required level of insurance. It is:

$100K – Personal injury or death for one person
$300K – injury or death for 2 or more people
$100K – Property Damage

Following your assigned session, mileage reimbursements will be submitted based on the government issued “mileage reimbursement” amount or the equivalent round-trip airfare (whichever is lowest). Travel within the same county boundaries is not reimbursed.

Especially for Youth Programs allows one travel day, each direction, to and from an area where business will be transacted. Any time in addition to this one day will not be eligible for reimbursement of expenses and can not be taken as one of the 12 summer option days for Seminaries and Institutes.

For those who fly in, the teachers at each session will be sharing a rental car. You will be responsible to coordinate traveling needs among the teachers at your session. If you rent a car for personal use, you will NOT be reimbursed.

Lodging

We will secure lodging for each teacher and session director. If you do not need hotel accommodations, please let us know. You will be sent the reservation information two weeks prior to your departure. If there is a change in your travel plans and you wish to stay somewhere else, you are responsible for canceling your original reservations.

The hotel must be charged to a credit card at the time of use. This is why we require all teachers to apply for a JP Morgan Purchasing Card (paid by the university). This will alleviate the strain of waiting for reimbursements after using your personal card. If you have not applied for a JP Morgan Purchasing Card please fax us the application and user agreement found under “Hiring Forms” above. When it comes time to pay for the hotel�please charge it to your JP Morgan Purchasing Card. Do not charge the hotel to the card it is reserved under. This will greatly help us in accounting purposes.

We will reserve a private hotel room for you. If family is accompanying you, you will need to make, and cover the cost, of additional arrangements.

We will be providing lodging for Session Directors from Saturday (before your session) to Friday night. Teachers, we will provide lodging for you Monday and Tuesday night. If you don’t need the room, or you plan to stay longer, please make note of this in your online travel preferences.

Meals

We feel it beneficial to have teachers mingle with the youth. For this reason the following meals are provided for you:

Monday Dinner: 4:30 — 6:00 pm (if arrive in time)
Tuesday Lunch: 12:30 — 1:30 pm
Wednesday Lunch: 12:30 — 1:30 pm

You will not be reimbursed for any meals listed above which you should have eaten with the youth.

Do not charge meals to your JP Morgan Purchasing Card.

You do not need to submit receipts for food. Simply indicate on the reimbursement form which meals you ate while at a session. You need to submit a reimbursement form to be reimbursed for meals. This form is available for download under “Documents”. Specify the day, date, and check what meals you paid for (breakfast, lunch, and/or dinner). You will be reimbursed the per diem rate for that area. Here is the website link to get those rates.

JP Morgan Card

When you travel, you should use the JP Morgan purchasing card that was issued to you before your first teaching assignment. (If you did not receive a card, call us at (801) 422-3817.)

Things that can be charged on the credit card:

Hotel
Rental car
Gas for rental car
Gas for Personal Car (but if you do then you will not be reimbursed for miles)
Airport parking
Tolls

Things that cannot be charged on the credit card:

Food
Supplies
Shopping

Reimbursements

You will need to download the reimbursement form and mail it in for each session: EFY reimbursement form

Mail your completed reimbursement form and receipts no later than three (3) days after the conference/session is over so that we in turn can meet the ten day guideline set by BYU Travel Management. You will receive a check three to four weeks after we receive your reimbursement request. If you would like your reimbursement direct deposited you will need to update your direct deposit for “Travel and Business Reimbursement” in Route Y (your BYU account). Reimbursements besides meals and mileage must be submitted with ORIGINAL receipts. Please mail all reimbursement forms and receipts to:

Especially for Youth Programs
Attn: Reimbursements
206 HCEB
Provo, UT 84602-1504