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,
  • ground transportation (e.g., car service, taxis, shuttles, van service),
    • A1 Limousine     1-888-LIMO-888
    • Air Brook Limo   1-800-800-1990
    • State Shuttle      1-800-427-3207
  • 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

We encourage you add your bank account information in the Expense system, once fully approved by the Business Unit and Audit. you can expect to receive reimbursement within 48 to 72 hours after. If there are any problems or issues, we will communicate with you through the system to follow up. Please be sure to follow up on the status of your report after it is submitted to ensure no action is required.

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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 order form. The cost of the ticket, including the travel agency's service fee, is charged to the university using this option.

Travel Order Form

Use the online to confirm your travel reservations with the approved travel agency. Please complete the form through Travel Order Form. Within a few minutes of submitting this form, you will receive via email a copy of the Travel Order Form as a PDF, which must be printed, signed, and scanned or faxed to your selected travel agency then contact the agency to book your air or rail.

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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