Procedure   Travel Authorization Form Instructions

This policy has been reformatted for ease of reading and understanding. Revision to the content of the previously published policy effective September 17, 1995, are indicated by .

A.    Procedure

1.      Travel Authorization

• Prepare a separate Travel Authorization form for each employee traveling on official university business, even if the traveler is not requesting a travel advance or reimbursement and/or the travel involves no cost to the university.
• Prior to the beginning day of travel, the department head/chair of the university department supplying the travel funds must approve the Travel Authorization and ensure that sufficient funds are available.
• Route the Travel Authorization for additional approval signatures as appropriate.
• Submit the approved Travel Authorization form to Travel Department prior to the beginning day of travel only if an advance or prepaid is being requested..

 

2.      Cancellation of Travel Plans

• Notify the Travel Department if travel plans are canceled after the travel requisition has been created and/or Travel Authorization form has been submitted.

 




Instructions for Preparation of Forms TRA 1.11	Effective: June 11, 2007
Name of Form:   Travel Authorization - State Employees	Supersedes:  November 30, 1998

A.     Where To Obtain Forms

Forms may be ordered from the U-Business Web site.

B.    Instructions

Instructions are provided only for those items requiring additional explanation.

 Estimated Cost Calculation.    Record estimated amounts in the appropriate column, depending upon whether the travel destination is instate, out-of-state, or foreign (out-of-country) travel.

Comments/Other Account Numbers/Revisions.    This column is normally used in the following circumstances:

• To split charges between two or more university six-digit fund numbers.
• To allow Sponsored Programs to record participant travel.
• To provide additional explanatory remarks.

Airfare.    Indicate amount of fare (including applicable taxes) and the travel agency.

Ground Transportation.    Check applicable item(s).

 Private Car.    Indicate expected actual mileage and the rate per mile. (See Appendix A for applicable rates.)

Meals.   Indicate the number of days and allowable cost per day, if applicable. (See Appendix A for the allowable rate for meals.) Calculate total cost and enter in the appropriate column.

Other Travel Expenses.    Enter a description and an amount in the appropriate column for other allowable travel costs that are expected to be incurred while in travel status. Include goods and/or services other than those for transportation, lodging, meals, and registration fees. Other travel expenses may include telephone charges, supplies, baggage handling, and other appropriate items.

Total Estimated Costs.    Total each column and enter total estimated cost.

Section for Excess Amounts.    Complete this section to indicate excess amounts if :

• Lodging costs exceed the cost per day specified in Appendix A.

Maximum Reimbursement Authorized. (Optional field) Indicate amount only if the department is limiting funds available for the trip.

Approval Signatures:

• Traveler. Signature of the traveler is always required.
• Supervisor. Signature of the traveler's immediate supervisor may be required. The following are examples when the department or division may require the supervisor's signature:
  
  
  • The traveler has budget authority for the university fund being charged for the travel, and approval from a higher level of management is desired.
  • The traveler's immediate supervisor has budget authority for the university fund being charged for the travel. (In this case, the supervisor will sign as the "Department Head/Chair" and will not sign as the "Supervisor.")
  • The traveler's immediate supervisor does not have budget authority for the university fund being charged for the travel; however, for scheduling or other purposes, the department or division desires supervisor approval for departmental employees.
• Department Head/Chair. Signature of the department head or chairperson having budget authority for the university fund being charged for travel expenses is always required.
  
  
• Other Approval. Signature of other approving authority, if required. Examples requiring additional approval are noted below:
  
  
  • Special departmental or divisional approval requirements.
  • Travel costs are split between two or more university six-digit accounts.
    
    
• Chancellor/Vice Chancellor.    All travel outside the contiguous United States (including travel to Alaska and Hawaii) requires approval by the Chancellor or appropriate Vice Chancellor.

C.     Distribution By Final Approving Authority

White:	Forward to Travel Department
Canary::	Submit with check request
Pink:	Retain in traveler's department