Procedures

Travel Authorization

All travel must be authorized 21 days in advance of departure or 45 days in advance for international travel. Travelers must submit a Travel Authorization form to obtain approval before making travel arrangements. Any travel or related expenses incurred prior to authorization may not be reimbursable to the employee.

Responsible position(s):

  • Traveler
  • Approvers
  • Purchasing Travel Office

Required documents and access:

  • Travel Request Form – domestic, international, or athletics

Frequency and timing:

  • Daily, as needed

Steps:

  • The traveler submits a Travel Authorization (TA) form through DocuSign at least 21 days in advance, 45 days for international, of scheduled travel with documentation attached to support the cost of travel.
  • Transportation – airfare, rental car, personal vehicle mileage with map
  • Lodging – hotel information with block rates, if applicable
  • Registration fees – payment form with appropriate selections checked
  • Per diem – for days/times in travel status
  • Other expenses – parking, baggage, ground transportation, etc.
  • List of participants, if traveling with a group of students
  • Route Travel Authorization for approvals. Approvers must be entered by the traveler on the form – Department Head, Vice President, Business Office, Grants (if required).
  • Financial manager provides budgetary approval before the request leaves department level:
  • Grant Pls, financial managers of restricted funds, if applicable, approve that the travel has their budgetary approval. No further financial approval is required up to $5,000.
  • Directors or Deans, financial managers of non-grant funds, approve that the travel has their budgetary approval. No further financial approval is required up to $1,000.
  • Grant accounting or other compliance officer, if applicable, verifies that the travel is allowable from the restricted funding source. Budget availability is already checked by Purchasing with NSF.