To provide guidelines for the policy regarding the selection and use of the appropriate transportation vehicle for official university travel.

Scope

Authorization

All official university travel must be authorized prior to the beginning day of travel.  Authorization of the mode of travel is to be made subject to the travel policy.

Notes regarding travel by non-state employees:

1. Travel by non-state employees requires a travel authorization form in order to be reimbursed for travel expenditures.
2. Non-state employees must abide by the same statutory reimbursement regulations and documentation requirements as state employees unless otherwise indicated.

Employee Responsibility

An employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard.  Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.

Cancellation of Travel Reservations

1. If the employee's travel has been approved in advance and the cancellation or change is made at the direction of, and for the convenience of, the department, any penalties and charges resulting from the cancellation of airline reservations shall be the department's obligation.
2. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee's obligation to pay the penalties and charges.
3. However, in the event of accidents, serious illness or death within the employee's immediate family, or other critical circumstances beyond the control of the employee, the department will pay the penalties and charges.