Travel Authorization
Travel Authorization Procedures
(1) Prior authorization to the traveler from the
Dean, Director, or Department Head is required for all
travel outside the contiguous United States. Authorization
may be in the form of an email, written note, fax or signed
travel authorization. The traveler and/or department shall
retain this authorization.
(2) In addition, a
Travel Authorization Form must be
submitted to the Travel Office at least five days prior to
the date of departure for:
- All travel outside the contiguous United States
- Travel within the contiguous United States when one or
more of the following is requested:
- A travel advance
- Air travel processed through a contracted travel agency
(3) The Travel Authorization Form requires the signature of the
employee. For approvals needed above that level please refer to
Travel Authorization Grid. Approval of estimated
expenditures as tabulated on the travel authorization will
constitute approval for payment of the total trip cost,
including reimbursement to the traveler in an amount that
may exceed the estimate by a maximum of 20%. Within this
limit, no duplicate approval of the traveler's expense
reimbursement will be required.
(4) The travel authorization will not be processed in the
event that funds are not available.
(5) A Travel Authorization (TA), at "no cost to the
University," is required for all travel. This
document should be completed by the department. The TA
only needs to be submitted to the travel office when a
parking pass is requested - proper authorization applies.
(6) When a trip is cancelled, the Travel Office must be
advised of the cancellation via email, fax, or by sending a
copy of the original TA marked "cancelled."
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Revised Authorization for Travel
If expenditures exceed the estimate by more than 20%, a
Revised Travel Authorization will need to be submitted to
the Travel Office (MC 5105). The estimated total cost of the
trip is calculated by the amount listed in "All Other Costs"
on the Travel Authorization Request plus the Registration
Fee if the travelers pay for the registration fee out of
pocket. If the Registration Fee is prepaid by The Health
Center, then the estimated total cost of the trip is
calculated by only the amount listed in "All Other Costs."
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Travel Authorization Grid
A Travel Authorization Form IS Required for all
travel.
- In-State
- Out-of-State
- No-Cost-to-the-State
Travel Inside and Outside the Contiguous United States
Trip must be entered into the Travel Authorization System.
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Funds to be Released |
Approval Needed |
|
Grant Related Travel (Ledger 5 & 6) |
- Traveler, Supervisor & Department Head
- Fiscal Administration Research
|
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Travel for Department Heads
Type II Center Directors |
- Traveler, Associate Dean of Medicine &
Director of Health Center Administration
|
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Cash Advances under $250 will not be processed |
|
|
Cash Advance $250 to $2,999 |
- Traveler, Supervisor, Department Head &
Fiscal Administration Research as applicable to
Ledger 5 & 6
|
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Cash Advance Over $3000.00 |
- Traveler, Supervisor
- Department Head/ Principal Investigator
- Associate Dean of Medicine/ Dental Medicine or
Hospital Administrative Staff
|
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Parking Pass |
- Traveler, Supervisor, Department Head,
Fiscal Administrator. If applicable Ledger
5 &6
|
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Pay For Trip Out of Pocket
|
- Traveler, Supervisor, Department Head,
Fiscal Administrator. If applicable Ledger
5 &6
|
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Pay For Trip With Diners Club Card |
- Traveler, Supervisor, Department Head,
Fiscal Administrator. If applicable Ledger
5 &6
|
|
No Cost/Third Party Reimbursement |
- Traveler, Supervisor, Department Head
|
|
Health Center Pays
For Registration |
- Traveler, Supervisor, Department Head,
Fiscal Administrator. If applicable Ledger
5 &6
|
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[ travel policies
and procedures ]
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