To provide guidelines for policies for travel authorization for state employees involved in official travel for the university.

Scope

General Statement

All travel must be authorized prior to the beginning day of travel by completing a separate Travel Authorization form for each employee involved in official university travel. A Travel Authorization form must be processed for all travel, even when the traveler is not requesting a travel advance or reimbursement. Additional justification or documentation prior to authorization of travel may be required by the approving authority.  The paper travel authorization is no longer required to be submitted to the travel office, unless an advance or prepayment is required.  The written travel authorization should be retained by the department until the reimbursement is complete if no advance or prepayment is needed.

All travel is subject to availability of funds; therefore, the university reserves the right to limit the cost of travel to the limits established prior to the trip.

Required Approvals

1. Department Head/Chair Approval

Departmental heads or chairs having budget authority for the university fund being charged for travel expenses must approve all travel. Additional approvals are required only as indicated below.

2. Supervisor Approval

The department or division may require approval of the traveler's immediate supervisor in certain instances, such as the following examples:

1. The traveler has budget authority for the university fund being charged, and approval from a higher level of management is desired.
2. The traveler's immediate supervisor does not have budget authority for the university account being charged, and the department or division desires supervisor approval for scheduling or other purposes.

Note: If the employee's immediate supervisor has budget authority for the fund being charged, the supervisor will approve as the Department Head/Chair.

3. Chancellor or Vice Chancellor Approval of Travel

Chancellor or Vice Chancellor approval is required only in cases involving out-of-country travel. Out-of-country travel includes Alaska and Hawaii.

4. Other Required Approvals
   1. There are special departmental or divisional approval requirements.
   2. Travel costs are split between two or more university six-digit fund numbers.

Blanket Travel Authorizations for Repetitive North Carolina Travel

In order to eliminate preparation of individual Travel Authorizations for repetitive in-state trips, annual blanket Travel Authorizations are allowed as indicated below. A new Travel Authorization form must be submitted each fiscal year.

Note: Blanket authorizations are not allowable if the travel involves a mode of travel other than a state or private car. In this case, a separate Travel Authorization form must be completed for each trip.

Blanket Authorizations for All Faculty and Staff

At the discretion of the department head, an annual blanket travel authorization may be prepared for any university faculty member or staff employee traveling on official business if the following criteria are met:

1. Trips are within North Carolina
2. Trips are limited to 2-3 day duration
3. Travel expenses are minimal