Frequently Asked Travel Questions
We have listed some of the most frequently asked questions handled by the Travel Management Department.
There is also a section at the bottom of this page where you may submit a question with your contact information so that we may answer your inquiry.
General:
Q: Who is considered an Authorized Travel Agency?
A: Travel agencies with an existing Business Contract between their agency and the University of Miami Travel Department. CLICK HERE FOR LIST.
Q: How can I order a ticket from an Authorized travel Agency?
A: Select one of the Authorized Travel Agencies, and make your reservation with them. You will then need to fax them the "Ghost card Form" so they can charge your department.
Q: What is the difference between the "Ghost Card Form" and the Travel Advance Request Form (TARF)?
A: The Ghostcard Form is for booking your airline tickets only with the Authorized Travel Agencies. The form is online and allows you to type in your information instead of manually writing it in. This will help save time when filling out the form.
Travel Advance Request Form (TARF) - Used as a form of cash or direct payment to hotels and are made available only in cases of: extended trips of more than fourteen (14) consecutive days; travel to locations where the American Express card is not accepted; foreign travel; student travel; nonexempt staff travel; travel by those who have applied for, but not yet received their corporate charge card; and unusual or special circumstances as approved by the appropriate fiscal officer or authorized account signer.
See Travel Policy - Section XVI
Q: Where may I obtain a Travel Advance Request Form?
A: TARFs are available online from IT at: http://www.miami.edu/forms/
Or you can download the form at :TARF
Q: What is an Electronic Ticket (e-ticket) and how is it reported on a Business Expense Reimbursement Form?
A: An Electronic Ticket is Air travel reserved with an airline for which no paper ticket is issued. The reservation and seat assignment are secured within the airline's computer reservation system only. The traveler must request a receipt from the travel agent or airline at the time of the booking or check-in at the airport in order to properly report the trip.
Q: In the event that I am in a foreign country and require special assistance what actions should I take?
A: Inform Risk Management before embarking on international travel. Print out 2 copies of the AIG assist for any issues you may have during the trip. Click here for AIG
Q: What discounts are available through Car Rental companies?
Rate information can be found on the Travel website CLICK HERE
Q: What hotels have established discounts for University employees?
A detailed list can be found on the Travel website CLICK HERE
Q: Can I make personal reservations in e-Canes Travel?
A: Yes, you should include your personal credit card number in your profile that will enable you to charge the purchases to it. Your information is encrypted and completely secure in our system.
Reimbursement:
Q: What is the University's standard mileage allowance for travel by private automobile?
A: Click here for updated info.
Click Here forAuto Mileage Reimbursement Form
Q: What is the University of Miami's Per Diem rate for meals?
A: Click here for complete information.
Q: What documentation do I need to attach to my Business Expense Reimbursement Form to ensure that my BERF is processed quickly & efficiently?
A: Please attach your boarding passes, a receipt that shows the amount paid, and your Travel Advance Request Form (if your trip was purchased via the University Direct Charge 'Ghost Card' program).
Q: I'm traveling on a Sponsored Account, what do I need to do?
A: Contact one of the three authorized Travel Agencies and request a fare that is compliant with the Fly America Act, which requires all travel on sponsored accounts be on an American domestic carrier. Ask your agent about Code sharing, a common travel industry practice, where airlines purchase seats on competitor flights. Airlines have allied with one another such as the American Airlines One-World Alliance which is a partnership with British Airways, Cathay, Iberian, LAN, and Quantas. This allows travelers to earn points on partnering airlines and expands domestic carrier's presence to benefit the Fly America Act.
Other questions: E-mail us travel@miami.edu
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