Standard Operating Procedure

Name: Travel Arrangements

Corresponding
Requirements:
Facilities Operations Manual:

Prepared By: Tuesday A. Strong

Revision Date: 3/01/03

Revision #: 1

Approved By: Wayne A. Spary

Effective Date: 6/01/02

Signature:

Page 1 of 2

1.0 Purpose
1.1

Rose-Hulman Institute of Technologys Facilities Operations Administrative Unit

established documented procedures for processing Travel Arrangements to ensure
timely and accurate service within the department.

2.0 Associated Equipment

2.1

None

3.0 Associated Documents

3.1

None

4.0 Procedure
4.1

Travel arrangements will be made for Facilities Operations staff as needed.

4.2

The staff member will forward information to the Facilities Operations Coordinator
detailing the request. The request will include the nature of the arrangement, e.g.
airline or hotel reservations, etc., the dates and times of travel. The Facilities staff
member will provide the Facilities Operations Coordinator with any preferences or
requests for travel.

4.3

The Facilities Operations Coordinator will make the arrangements, recording the
names of the individuals confirming the reservations, the date the reservation was
made, confirmation numbers, etc.

4.4

The Facilities Operations Coordinator will provide the requesting staff member with
copies of all arrangements, retaining a copy in their pending file. Once the event has
transpired the record of the event is placed in the travel file for the current year.

Name: Travel Arrangements

Revision Date: 3/01/03

Revision #: 1
Effective Date: 6/01/02
Page 2 of 2

4.0 Procedure continued

4.5

The Facilities Operations Coordinator will make arrangement for payment of all fees
associated with the travel arrangement, if appropriate, coordinating prepayment
and reimbursements as necessary.

4.6

The Facilities Operations Coordinator will communicate with the requesting staff
member to determine their preferred payment arrangement and identify any
circumstances to be considered in the process.

4.7

If applicable, the Facilities Operations Coordinator will contact the travel agency and
request that they identify air travel options, times, flights, etc. Upon receipt of this
information the Facilities Operations Coordinator will forward the information to the
requesting staff member for their review.

4.8

The requesting staff member will return the information, requesting changes or
approving of the arrangements.

4.9

The Facilities Operations Coordinator will contact the travel agency to confirm the
final arrangements.

4.10

The travel agency will forward to the Facilities Operations Coordinator confirmation
of the final arrangements.

4.11

The Facilities Operations Coordinator will forward a copy of the final arrangements
to the requesting staff member and retain a copy in their pending file, until the event
has transpired.