Policy
BYU Dining Services employees must follow the BYU Travel Policy. All Dining Services travel must be authorized through the Dining Services and university travel spend authorization processes. The managing director’s direct reports sponsor travel for employees in areas supervised. The managing director prioritizes travel requests based on available funds and business needs.
While all travel must serve a business purpose, Dining Services recognizes the value in providing developmental and educational opportunities for full-time staff and administrative employees through travel.
Procedures
1. Dining Services Travel Preauthorization Process
a. The managing director’s direct reports (travel sponsors) submit travel requests in conjunction with the budget creation process each year. Because of this, managers should inform their upline travel sponsor of proposed travel before January of each year whenever possible to ensure those requests can be prioritized during that process. Following approval of the annual budget, Dining Services travel spend authorization is communicated back to employees through their management line.
b. The managing director budgets contingency travel funds for unplanned travel that comes up during the year. Travel sponsors may submit requests for unplanned travel to the managing director, who prioritizes and approves these unplanned requests based on the amount of contingency travel funds available and potential department benefit.
2. University Travel Authorization Process
a. Employees should create and submit a travel spend authorization in Workday. For training and assistance with this process, contact the Administration Support Manager.
b. Once submitted, the travel spend authorization is routed to the employee's supervisor. The travel spend authorization is complete once the supervisor has given their approval in Workday.
c. When the travel spend authorization is complete, the employee may begin the process of purchasing the necessary registrations, reservations, and tickets.
3. Potential Travel Opportunities
a. Dining Services typically sends a delegation to the following conferences:
- National Association of College and University Food Services (NACUFS) National and Regional Conferences
- National Restaurant Show
b. Dining Services often sends employees to these events depending on available funds and business needs:
- Catersource
- Franchise conferences and meetings
- National Association of College and University Food Services (NACUFS) Institutes
- National Association of Convenience Stores (NACS)
- National Association of Food Equipment Manufacturers (NAFEM)
- National Automatic Merchandising Association (NAMA)
- National Dietetics Conference
- PreGel Pastry Symposium
c. Regular food and equipment shows take place in and around Salt Lake City. If there are no associated fees, employees may attend these with the approval of their upline director.
Additional Information
Revision History
- 3/12/2025 - Revisions made to reflect the transition to processes in Workday.
- 2/29/2024 - New policy approved by Dining Executive Council. This replaces chapter 9.2 of the old employee handbook.