Emburse Travel Requests

If you are traveling on IQSE funds and are a TAMU or State of Texas Employee, you MUST complete a EMBURSE Travel Request PRIOR to Travel.

How to Complete the Emburse Travel Request:

1. Login to: Single Sign On (http://sso.tamu.edu)
2. Select: Emburse Expense (Chrome River).
3. On the “Pre-Approval” tab, Select: “Create”
4. In the Pre-Approvals For XXX (your name), enter the following details:
   • Report Name: e.g. IQSE Summer School
   • Start Date: 
   • End Date: 
   • Number of Days (auto-calculated):
   • Business Purpose:
     • e.g. To present research results at the … . Participation results in mutual exchange of information, increased visibility of TAMU and TAMU Quantum Optics group, establishment of professional networks, and more efficient use of limited resources. I am traveling as an (your title, Graduate Research Assistant, Postdoctoral Researcher, etc). My presentation of research results to the scientific community falls within my job duties.
   • GSA Meal Rate: $60 (check this)
   • GSA Lodging Rate: $142 (check this)
   • Traveler Type: Employee-In State/Out of State
   • Domestic Duty Point Destination: UNITED STATES / City, State
   • Personal Travel Included: if yes, you must add comment in “Description for Personal Travel (include dates)” to explain (e.g., not claiming rental car/gas expenses or lodging for this day, airfare quote for travel had personal travel not been involved has been obtained and forwarded to the IQSE Business office.) Note: If personal travel is included, you MUST see Mr. Teng Ma BEFORE making any purchases, e.g., airfare, in order to ensure proper procedures are being followed so that maximum reimbursement may be obtained.
   • Allocations: 02-292118-00000-S IQSE-CRI – CTR FOR BIOPHOTONICS (IQSE) State
5. When all information has been entered into the Request Header, Click on the “Save” on the upper right corner.
6. Add applicable expenses (you can click the button to add a new type of expense):
   • Hotel: 
   • Individual Meals: 
   • Airfare: Research an estimate, then click “Save”
7. If applicable (Travel group Leaders):
   • Miscellaneous / Other:
   • Car Rental: Due to new FLSA rules, only monthly paid TAMU employees may rent/drive rental cars
     • Enter an estimate; (rental car group leaders only)
     • In the Description field, enter the to/from information, e.g., “from College Station, TX to Houston, Texas on date, and from Houston, Texas to College Station, TX on date.”
     • In the Notes field, enter the name of the people you are sharing the rental car with
     • then click “Save”
     • Note: only rental car group leaders should be claiming rental car expenses; rental car groups must be approved by the Business Office PRIOR to submission of the Travel Request.
   • Miscellaneous / Other: Enter an estimate, Description “Gasoline”, Click “Save” (rental car group leaders only)
8. Email: (iqse@tamu.edu) so that your Emburse Pre-Approval may be reviewed, account number changed (if needed) and make sure nothing else is needed (e.g., quote, etc.).
   • Once the IQSE Business Office has verified the information, an email will be sent to the traveler to let them know the Travel Request can be submitted. Once the traveler clicks “Submit” a message will pop up requesting confirmation from the traveler that travel request is university business, click “accept and submit” to continue the submission process. One submitted, a message pops up letting the traveler know the information has been submitted correctly.