Booking Travel

Before booking travel, know your payment options for travel expenses. You can pay your travel expenses with personal funds then complete an expense report to be reimbursed. Other payment options include putting in a check request for conference fees and hotel reservations, and using our direct billing option for airline and rail tickets.

Travel expenses can include:

  • airline and rail tickets,
  • lodging,
  • meals (excluding alcohol),
  • rental vehicles (Enterprise),
  • ground transportation (e.g., taxis, shuttles, van services),
  • parking fees,
  • tolls, and
  • automobile mileage reimbursement for personal vehicles.

Expense Report

When traveling on Rutgers business you may use personal funds for all travel-related purchases, and we encourage you to purchase directly from an airline or rail website as a cost containment strategy.

After you return from the trip, access the Rutgers Expense system through myRutgers Portal to submit an expense report.

Your expense report must include receipts for travel expenses and a complete business purpose to support the use of university funds. The business purpose must clearly define the benefit to the university. Learn how to accurately report your travel expenses to request reimbursement

If you add your bank account information in the Expense system, you can expect to receive reimbursement within 48 hours after Rutgers finishes all approvals. If there are any problems or issues, we will communicate with you through the system to followup.

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Check Request

In RU Marketplace you can make a check request for certain expenses that do not require the involvement of a purchasing agent. You must supply supporting documents and an explanation of all charges. We receive the request and process payment to the supplier.

Employees may request a university check to pay for

  • conference registration fees, and
  • hotel room reservations under $5,000 for individual staff staying less than 10 nights.

You must use a purchase order to make a deposit for a hotel room reservation. You can also use check requests for non-employee (student) expenses. Learn which supporting documents are required for conferences and hotels.

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Direct Billing Option

Travelers who do not want to use personal funds can use our direct billing option for booking airline or rail tickets. You can purchase airline and rail tickets through one of our preferred travel agencies by completing an online travel form. The cost of the ticket, including the travel agency's service fee, is charged to the university using this option. Read our frequently asked questions to learn more about the direct billing option.

Travel Approval Form (Legacy UMDNJ)

Faculty and staff in legacy UMDNJ positions should continue to use the travel approval form accessible through myRutgers Portal.

  1. Log in to myRutgers Portal.
  2. Click the My Apps tab
  3. Under the Finance section open the Accounts Payable and Travel Forms
  4. Select and complete a form online

Travel Order Form (Legacy Rutgers)

Faculty and staff in legacy Rutgers positions should continue to use the online Travel Order Form to confirm your travel reservations with the approved travel agency. You may complete the travel form in the same manner as usual, but please manually write in the new G/L string or project string somewhere on the travel order form. We are working to modify this form to comply with our new systen. Until the form has been updated, please temporarily use this procedure for your department's travel arrangements when applying for the direct billing option for travel.

Book Airline or Rail Tickets Via Direct Billing Option

  1. Contact one of the preferred travel agencies listed below to obtain the airline or rail information for your trip.
  2. Use this information to complete and electronically sign your travel form (see above).
  3. Download or save a PDF copy of your completed travel form and fax it or email it to your selected travel agency.
  4. The agency will email or mail you a confirmation letter and your airline or rail tickets.
Preferred Travel Agencies for Direct Billing Option
Kriegner Travel Services, Inc. (formerly American Colpitt)
11 North Main Street
Pennington, NJ 08534
Phone: 609-737-9393
Fax: 609-737-3932
Email: travel@kriegner.com
Kuller/Total Solutions Travel
2 Stratford Avenue
Ewing, NJ 08618
Phone: 609-883-2550
Fax: 609-406-0340
Email: info@kullertravel.com
Website: www.kullertravel.com
Gateway Travel
759 Bloomfield Avenue, Suite 224
West Caldwell, NJ 07006
Phone: 973-624-4462
Fax: 973-227-5608
Email: gateway1a@aol.com or info@gatewaycentertravel.com
Website: gatewaycentertravel.com
Worldtek Travel
One Audobon, Suite 400
New Haven, CT 06511
Phone: 203-772-0470
Fax: 203-865-2034
Email: info@worldtek.com
Website: www.worldtek.com

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