University business travel requires considerable planning to ensure the best experience during the trip and after when reconciling expenses. Be sure to check with your department to determine the requirements necessary to initiate your travel arrangements (e.g. specific approval requirements, university procurement options, etc.).
Dependent upon your department, you may be required to compile a list of expenses and their estimated costs.
To ensure efficiency and fiscal responsibility, be sure to refer to Caltech’s Travel Policy prior to departure and before extending institute/personal funds for travel related expenses.
1. Review Caltech’s Travel Policy 2. Purchase airfare in advance, check with your division administrator for funding guidleines 3. Reserve ground transportation (e.g. rental car) 4. Reserve hotel 5. Check airline baggage/boarding rules 6. Check travel advisories for destination 7. Check Export Control requirements: Check with property management before transporting any equipment. 8. Arrange financial options 9. Obtain appropriate immunizations 10. Acquire applicable travel identification (e.g. passport/visa) 11. Confirm necessary insurance coverage (e.g. medical) 12. Check your flight status before departure 13. Share itinerary/travel details with department/family/friendly
NOTE: The pre-departure checklist is a general list and is not inclusive of all items . necessary for travel to your business destination. Consult your airline, travel agency, ` . host or other travel resources to ensure all basic requirements . are covered.
What To Take With You
Need some assistance booking your travel? Call Corporate Travel Planner’s Full Service Agent Assist and speak to our knowledgeable Travel Consultants.
(844) 688.7601 (toll free)
M-F | 8am-5pm PST
Need Online Assistance? We Can Help.
(877)727.5188 (toll free)
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For More Information Contact Travel Services at TravelStaff@caltech.edu