BYU-Idaho/Web-Content huggingface dataset:
Travel Resources and Tips | Travel | BYU-Idaho

# Travel Resources and Tips

Resources and travel tips about airport services, international travel, arrival and check-in, and more.

Airport Information

Airport Shuttle & Taxi Services****-****BYU-Idaho has contracted with SuperShuttle and Lyft for your ground transportation needs. Please check to see what option might be the best for you. 
 
Bag Fees****-**** A helpful list of baggage fees for the most common airlines 
 
Rental Car****-**** Useful information regarding the rental of cars for business trips 
 
Parking at SLC Airport****-****BYU-Idaho has contracted with Park 'n Jet and Diamond Airport Parking. Check here for more information 
 
New Driver's License Requirements/Star Card****-****Very soon you will need to have a Star Card to board your flight.

International Travel

Airport Security by the Church Security Department - Traveling the world safely: Airport Security in 2016 
 
Health Insurance and Immunizations - Important information for health insurance and immunizations 
 
Passports and Travel Visa Services - Important information to help you get your passport quickly and efficiently. 
 
STEP - The Smart Traveler Enrollment Program will register your trip with a U.S. Embassy or Consulate. 
 
Water Safety Information - Don't Drink tap water in these countries 
 
Wire transfers - Please review policy for travel-related expenses.

Other

Local/Regional Transportation - Options to get you to/from and around Rexburg. 
 
Local Hotels - BYU-Idaho has contracts with local hotels to assist with the lodging of overnight guests and conference planning. 
 
Travel App Suggestions - These apps are great companions when traveling.

Personal

Employee Discount Purchase Program

## Helpful Links

The U.S. Government, in cooperation with airports and airlines, has made travel even safer and continues to strengthen security operations. As a traveler, you can enhance your trip by familiarizing yourself with the new regulations. The better prepared you are, the better your trip will be. Please review any of the Links that might pertain to your travel.

Arrival & Check-In/Luggage & Carry-On

Delta Airlines 
Alaska/Horizon Air 
American Airlines 
United Airlines 
Southwest Airlines 
Frontier Airlines 
British Airways 
Fiji Airways 
Air New Zealand 
Alitalia 
****Austrian Airline**** 
Cathay Pacific Airways 
Japan Airlines 
Lan Airlines 
Lufthansa 
Quantas Airways 
Korean Air

Other Useful Links

TSA Travel Tips 
Airport/City Codes 
Airport Delays 
Airplane Seating Maps 
CDC Traveler's Health 
Currency Converter 
Destination Information 
Embassy Locations 
Flight Distances 
Flight Tracker 
International Dialing Codes 
Radio Station Finder 
Tourism/CVB 
Travel Warnings/US State Department 
Weather Forecasts 
World Time
BYU-Idaho Travel Restriction List

# Travel Restrictions List

* Students may not seek approval to this country

| | | | |
| --- | --- | --- | --- |
| Afghanistan * | Ecuador | Libya * | Solomon Islands |
| Albania | Egypt * | Madagascar * | Somalia * |
| Algeria * | El Salvador * | Malaysia | South Africa |
| Angola | Equatorial Guinea | Malawi | South Korea |
| Antarctica | Eritrea * | Maldives | South Sudan, Republic of * |
| Armenia | Ethiopia * | Mali * | Spain |
| Azerbaijan | French Guiana | Mauritania * | Sri Lanka * |
| Bahrain * | Gabon | Mexico | St. Kitts * |
| Bangladesh * | Gambia, The | Moldova | St. Vincent * |
| Barbados | Georgia | Mongolia | Sudan * |
| Belarus | Ghana | Morocco * | Swaziland |
| Belize | Grenadines * | Mozambique | Suriname |
| Benin | Guatemala * | Myanmar (Burma) | Syria * |
| Bhutan | Guinea * | Namibia | Tajikistan |
| Bolivia | Guinea-Bissau * | Nepal | Tanzania |
| Bosnia Herzegovina | Guyana | Nevis * | Thailand |
| Botswana | Haiti * | Nicaragua * | Timor-Leste * |
| Brazil | Honduras * | Niger * | Togo |
| Burkina Faso * | Hong Kong (China) | Nigeria * | Trinidad & Tobago |
| Burundi * | India | North Korea * | Tunisia * |
| Cambodia | Indonesia * | Oman | Turkey * |
| Cameroon * | Iran * | Pakistan * | Turkmenistan |
| Cape Verde | Iraq * | Panama | Uganda |
| Central Africa Republic * | Israel, (West Bank & Gaza) * | Papua New Guinea * | Ukraine * |
| Chad * | Jamaica | Paraguay | United Arab Emirates |
| China | Jordan * | Peru | U.S. Virgin Islands |
| Chile * | Kazakhstan | Philippines * | Uzbekistan * |
| Columbia * | Kenya * | Puerto Rico | Venezuela * |
| Congo | Kosovo | Qatar | Vietnam |
| Congo, Democratic Republic of * | Kuwait | Russia | Yemen * |
| Costa Rica | Kyrgyz Republic * | Rwanda | Zambia |
| Cote D'Ivoire * | Laos | Saudi Arabia * | Zimbabwe * |
| Cuba * | Lebanon * | Senegal | |
| Djibouti * | Lesotho | Serbia | |
| Dominican Republic | Liberia * | Sierra Leone * | |
Travel Training | Travel | BYU-Idaho

# Travel Training

There are several training formats to assist employees as they request, book, and reconcile travel expenses.

## Department Training

Travel Administration, Accounting, and the Travel Office are available to come to your department to do specific training and demonstrations to fit your needs. Some examples of trainings available are: Submitting a Spend Authorization for Employee, Student, or Guest Travel, Reserving a Fleet Vehicle, Using the Online Booking Tool for Travel Reservations, and Travel and Credit Card Reconciling.

To schedule a Department Training, contact Travel Administration (ext. 1974) or email traveladmin@byui.edu.

Quick Reference Guides

Quick Reference Guides are intended as a brief step-by-step-guide to guide employees through Workday processes****.**** 
 
New Employee Travel 
Expense Report 
Fleet Vehicle Requests 
 
****Spend Authorizations**** 
Employee Overnight Travel 
Employee Day Travel 
Student Overnight Travel 
Student Day Travel 
Required Academic Day Travel Ongoing Throughout the Semester 
Guest Travel 
Canceling or Closing a Spend Authorization 
Changing or Editing a Spend Authorization

TUTORIALS

Tutorials are more in-depth training and include videos and/or illustrations to walk employees through travel procedures and processes. 
 
DEEM Online Booking Tool 
Expense Reports 
Fleet Vehicle Rental Guide 
New Employee Travel 
Spend Authorizations
Required Academic Day Trips | Travel | BYU-Idaho

# Required Academic Day Trips Ongoing Throughout the Semester

One single Spend Authorization can be submitted for Required Academic Day trips that are ongoing throughout the semester. The purpose of this type of Spend Authorization is primarily for the rental of a Fleet Vehicle to be used for one required course for travel throughout the semester, to provide a list of students that will be participating in the travel, to gather the itinerary for times on the road, and to collect emergency contact information for the Trip Manager and Emergency First Responder.

## Criteria:

Must be required academic day travel

Must follow a weekly schedule - cannot be various days during the semester.

Separate Spend Authorizations are required for each course

Trips must occur during scheduled class time.

## Procedure:

- Fill out a****Spend Authorization****
- Put in ****dates for the entire semester or block.**** (For example: 9/16-12/18)
- ****Provide a description**** (Example: RM 224B MW class)
- ****Choose Student Day Travel****
- ****Enter Expenses**** by clicking the Add button.
- ****Fleet Vehicle:**** Type Fleet in the Expense Item box and hit enter. ****Choose I:Travel-Student Fleet Vehicle.**** To request multiple vehicles, you will add an additional expense item for each vehicle.
- ****Instructional Text:**** When you add a Fleet Expense item, the rates for the vehicles are listed, as well as questions required to request a vehicle. You will not need to go to the Fleet website to request your vehicle. Once the Spend Authorization is approved, the vehicle request(s) will route to Fleet Services. You will receive an email from Fleet Services confirming your request and rental. If you have errors on your request, you will not receive a confirmation until the errors are corrected.
- ****Fuel Expense:**** Estimate the amount of fuel used for the semester. ****Choose I:Travel-Student Fuel****
- ****Add any other expenses by clicking on the + sign.****
- ****Check your Cost Center.****
- ****Class Fee:**** If there is a class fee, you can add this in the Additional Worktags. 
 - Click on the three bars to the right of the Additional Worktag box.
 - Choose Class Fee
 - Search for the required class and select.
- ****Submit and fill out the questionnaire.**** The request will not route for approval, until the questionnaire is completed. All questions must be answered on the questionnaire or you will receive an Error.
- ****Attach a class list with I-Numbers for your Participant List****
- You will receive a ****notification when approved****(The bell to the left of the Workday Inbox is where you will receive notifications.)
- ****Locate your Trip Number****by checking your Workday notifications. You will see an I:SA12345 number referenced to the approved Spend Authorization. The five numbers are your Trip Number. You can also locate approved Spend Authorizations by going to the Expenses Worklet and choosing ****View Spend Authorizations**** in the righthand column.
Closing or Canceling a Spend Authorization | Travel | BYU-Idaho

# Closing or Canceling a Spend Authorization

1. ****Log Into Workday****
2. ****Choose the Expenses application**** 
 Under the View Column, select Spend Authorizations. Click on the magnifying glass on the far left to open the Spend authorization you need to cancel or close.
3. ****Select Actions button**** 
 The Actions button is found in the blue bar at the top of the Spend Authorization next to the I:SA number. 
 Hover over the Spend Authorization arrow and choose cancel or close. (If your spend authorization is approved - you will only be able to close. If the Spend Authorization is still in process, you can cancel. NOTE: You will not be able to delete a Spend Authorization.
4. ****Click "OK"**** 
 Clicking "OK" will cancel or close the Spend Authorization.
5. ****Finished**** 
 Once you have canceled the Spend Authorization you are finished and will not need to do anything else unless you have already incurred expenses for this trip. If that is the case, you will need to complete an Expense Report.
Expense Report Guide | Travel | BYU-Idaho

# Expense Report Step-By-Step Guide

## Submitting an Expense Report

1. ****Log Into Workday**** 
 Click on the Expenses Application
2. ****Choose "Create Expense Report"****
3. ****Enter Expense Report Information**** 
 Click Create New Expense Report for reconciling everyday purchases - Out of Pocket or One Card.

 Click Create New Expense Report from Spend Authorization and select the Spend Authorization pertaining to the Expense Report.

 Make sure the Company and Cost Center information is correct.

 Add in the Business Purpose: I:Non-Travel (for supplies & everyday purchases). Use I:Employee Travel or I:Student Travel if it is a reconciliation of travel receipts.

 For travel, put in your Trip Number (see Spend Authorization box to find your trip number). Additional Worktags fill in automatically.
4. ****Select Credit Card Transactions**** 
 At the bottom of the screen, select the credit card transactions that you would like to reconcile.

 Note: After purchases are made, it will take 3-4 business days before they are loaded onto Workday to be reconciled. All transactions need to be reconciled by the 15 th of the following month.
5. ****Fill In Expense Report Line Information**** 
 Enter in Dates, Expense Items, Memo, Project, and Cost Center, pertaining to each individual transaction as needed.

 ****Expense Item:**** This is used to categorize your purchase. You can search for an Expense Item by searching keywords that may be used to describe the transaction. After hitting enter, the options will appear for you to select.

 If you choose "Business Meal" or "Group Meal" you will be asked how many people attended and the names of those who attended.

 ****Memo:**** This is required, and should be used to add a business reason for your Cost Center Manager.

 ****Project:**** In most cases, you will not need a project, unless the purchase was part of a special University project.

 ****Cost Center:**** Your Cost Center will automatically populate, but it can be changed if necessary.

 ****Trip Number:**** This is needed if the transactions are for overnight travel.
6. ****Attache a Receipt**** 
 You can attach a receipt by uploading a document from your computer or by selecting a photo from the Mobile App.
7. ****Select the Next Transaction From the Left Column**** 
 Go through steps 5-6 with each transaction until all your expenses have the appropriate information.
8. ****Submit Expense Report**** 
 Click on submit once you have completed all of your transactions. The Expense report will route for supervisor approval of the cost center

****Note:**** to go back to your Expense Report, you can type "My Expense Reports" in the search bar, and select an Expense Report to view or change by clicking on the magnifying glass on the left-hand side.
Guest Travel Spend Authorization l Travel | BYU-Idaho

# Guest Travel Spend Authorization

Step-by-step instructions to complete a guest travel spend authorization through Workday.

1. ****Log into Workday**** 
 Click on the Expenses Application
2. ****Choose Create Spend Authorization****
3. ****Enter dates of the guest's travel****
4. ****Provide a description**** 
 Choose a description that will help you differentiate between Spend Authorizations. (For exp., Center Stage-Name of Guest)
5. ****Click on the three bars in the Business Purpose box**** 
 The first items begin with an H: and are BYU-Hawaii business purposes. Scroll until you find I: which are the BYU-Idaho Business purposes. (U: is Ensign College) Choose I:Guest Travel.
6. ****Enter expenses by clicking on the + add icon**** 
 You only need to add one expense item for Guest Travel. This can be done by clicking in the Expense Item box and searching "guest" and hit enter. This will bring up I:Travel - Guest. The Quantity will stay at (1) and the Total Amount is the total amount estimated for the guest's entire trip. You do not need to break out lodging, airfare, etc.
7. ****Check your cost center**** 
 The Cost Center you are paid out of will automatically populate into your Spend Authorization. If you need to change the Cost Center - X out of the Cost Center in the box, then search a name of the Cost Center you are looking for. 
 You should ****NOT**** need to adjust the ****Additional Worktags****. 
 ****Note:****If one of your Additional Worktags are missing and giving you an Error, you will need to take the Cost Center out, and then enter it back in to restore the original Additional Worktag setting.
8. ****Submit**** 
 When you have finished entering expense items, click ****Submit.****
9. ****Complete questionnaire**** 
 You will be asked to complete a brief questionnaire providing specific details of the trip. The Spend Authorization will not route for approval until the questionnaire has been completed and submitted. If you exit the page without completing your questionnaire, you can find the questionnaire in your Workday Inbox.
10. ****Approval**** 
 Once you have submitted, you will see who is UP NEXT in the approval process.
11. ****Notification**** 
 You will receive a ****notification**** when the SA is approved. (The bell to the left of the Workday Inbox is where you will receive notifications.) Once approved, you may contact the Travel Office for booking assistance. (496-2340)
12. ****Locate the trip number**** 
 by checking the notification. You will see an I:SA12345 number referenced to the approved Spend Authorization. The five numbers are your Trip Number. You can also locate approved Spend Authorizations by going to the Expenses Worklet and choosing ****View Spend Authorizations**** in the righthand column.
Changing or Editing a Spend Authorization | BYU-Idaho Travel

# Changing or Editing a Spend Authorization

1. ****Log Into Workday**** 
 Click on the Expenses Application
2. ****Choose View Spend Authorizations**** 
 Choose the spend authorization you need to change or correct by clicking on the magnifying glass in the far left column, this will open the spend authorization.
3. ****Select Actions Button**** 
 Select the Actions button next to the Spend Authorization number in the blue bar at the top of the page.
4. ****Choose Change or Edit under the spend authorization tab**** 
 You are permitted to change or edit your Spend Authorization, but keep in mind that changing or editing the Spend Authorization will route the request back to cost center managers and/or supervisors for approval.
5. ****Verify the questionnaire**** 
 The previous answers for your questionnaire should be saved, so if you don't need to make any changes to the questionnaire, you can just resubmit the questionnaire. However, if you do need to make the changes to the questionnaire, make necessary changes and submit. This will start the approval process again. 
 Note: Travel Administration may be able to make some changes for you without routing the request back for approval. Call 208-496-1974
6. ****Date Corrections**** 
 If your Spend Authorization has already been approved, call Travel Administration and they will be able to change your dates without routing the request back through the approval process. 208-496-1974
University Communications | BYU-Idaho

# University Communications

We help you communicate your message effectively through print, web, and media channels.

## Strategically Built to Serve Your Communication Needs

Your message is important. University Communications offers expert assistance to advertise your idea, organization, or event without stress.

## Access Design Conductor

The Do-It-Yourself Design, Approval, and Scheduling Tool

Learn About BYU-Idaho's Design Conductor

## Options for Getting Your Message Out

Whether you need a partner to help create and execute a strategy, or a quick way to get your message out, we have options to help you reach the right audience.

Professional, Expert Service

August 26, 2021 10:00 AM

A full-time marketing strategist is assigned to assist each area on campus. Our services include: 

- Large department or campus campaigns
- Pull-up banners/billboards/signage
- Website updates/fixes
- Unique or complex designs
- Video

Contact Your Communication Strategist

DIY Marketing

August 26, 2021 10:00 AM

University Communications provides an easy-to-use design tool that allows you to create a message and get it approved. Choose from several distribution channels to get your message out fast.

Learn More About DIY

## Marketing & Advertising Resources

Branding

March 03, 2022 06:40 PM

Get Involved

Templates and Logos

April 08, 2022 12:23 PM

Find branding templates for presentations, office stationary, business cards, and screen savers.

Get Involved

IBC Information

August 26, 2021 10:02 AM

Discover options for promoting your IBC business on campus.

Get Involved

Advertising Guidelines

August 26, 2021 10:01 AM

As you print materials to advertise on campus, make sure that you understand and follow campus policies and guidelines.

Get Involved
Advertising Guidelines | University Communications | BYU-Idaho

# Advertising Guidelines

As you print materials to advertise on campus, make sure that you understand and follow campus policies and guidelines.

## Guideline Details

- Only print a maximum of 30 posters per event or campaign. A single campaign or event should not have more than two posters per hallway or poster board area. 
- Remove posters once the stamped date has passed. 
- Posters must not cover other posters. Do not remove other posters to make room for a new poster. 
- Use only push pins. Do not use staples, tape, paperclips, or other methods on bulletin boards. 
- Do not place posters inside classrooms or tape posters to walls and doors. 
- Posters should only be posted at approved locations.

- Schedule a booth with the Scheduling Office to disperse flyers. Flyers can only be distributed at a reserved booth location or placed at a department's front desk. (Please obtain permission before placement.) 
- Flyers cannot be pinned on bulletin boards, left on tables, or taped on any location.

- Make sure videos function without sound. 
- Video ads should not exceed 30 seconds. 
- DSN dimensions are 1920px by 1080px. 
- Most ads are part of the campus-wide playlist; however, some screens are reserved for specific content. 
- DSN ads are scheduled for 2 weeks on and one week off for any campaign longer than three weeks.

University Advisory 
Important campus information is sent in advisory emails. It is used to easily inform employees and students about academic and financial aid deadlines, IT maintenance schedules, campus construction and road closures, fee disclosures, university policies, and more. 
 
Promotional Feed 
The Feed publishes promotional information about concerts, dances, events, sales, society meeting notices, requests for volunteers, and more. 
- Write a short headline that is limited up to 100 characters (including spaces), and then the lines of your text up to 300 characters total (including spaces). 
- You may include an image of the following size: 175px x 175 px. 
- The ad should have a URL to assist the viewer in obtaining more information. 
 
Schedule your email communication
Design Conductor | University Communications | BYU-Idaho

# Design Conductor | BYU-Idaho

Design Conductor is a tool that allows you to create your own marketing designs by using templates provided by BYU-Idaho's University Relations Department.

Finished the training?

If you have already completed the training and set up an account, go to the login. 
 
Design Conductor Login

## If you are new to Design Conductor, follow these steps to get started

- Watch the Design Conductor Training Video to learn how to use Design Conductor.
- Prior to being given access to templates in Design Conductor, you must complete a short questionnaire.
- Once completed, you will receive an email within 48 hours that will grant you access to the Design Conductor templates offered to your department. If you do not see any templates after logging in, contact urprojects@byui.edu. Sometimes templates must be manually added to your user profile.
- Once your designs are approved in Design Conductor, you can connect with Print Services through Designer Conductor to submit print orders for posters, flyers, etc.
- After creating graphics for digital screens around campus, you will need to schedule your designs.