Travel Authorization

Scope

This policy applies to all employees and Non-Employees.

Reason for Policy

The purpose of this policy is to ensure authorized Travel of employees and Non-Employees is in compliance with IRS Travel regulations and University policy.

Policy Statement

Authorization must be given prior to Travel by an administrative superior or other designated official for University employees or Non-Employees (suppliers, consultants, speakers, lecturers, visiting professors, and visiting students) who are Traveling to conduct University business.

When funding for Travel is not under the authority of the administrative superior or other designated official, an official authorized to make expenditures from the departmental funds or funding source from which the Travel is to be paid must also authorize prior to Travel.  Authorization of Travel should be documented.  Verbal authorization to Travel by the administrative superior or other designated official may be sufficient in some circumstances. 

Travel and the related expenditures should be monitored by the administrative superior at least monthly for all departmental units.

Definitions

Travel - job duties that require travel away from the tax home (as defined by the IRS) of the traveler.

Non-Employees - individuals who are not employees of the University but they have an academic or contractual relationship. (i.e. suppliers, consultants, speakers, lecturers, visiting professors, and visiting students).

For Spouse, Dependent and personal Guest Travel see Guest Travel policy.

Accountabilities

Authorized Signor:

• Authorize Travel for employee or Non-Employee prior to the Travel date
• Communicate with the fiscal reviewer to confirm funding availability and obtain approval
• Review and monitor Travel at least monthly.

Traveler or Delegate:

• Request authorization prior to the Travel date.

Additional Details

Forms

Related Information

Policy 22605 on Guest Travel
IRS Travel Regulations

History

Formerly Business Policy Manual 501 – Authorization of Travel (revised 9/1/2016)

Procedure