Type
Finance Policies
Category
2200: Accounting


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Scope

This policy applies to all employees and Non-Employees.

Reason for Policy

The purpose of this policy is to ensure Travel of employees and Non-Employees is appropriately authorized, is in accordance with the IRS Accountability Plan. 

Policy Statement

All travel, domestic or international, must be authorized in advance by an administrative superior or delegate. This applies to University employees and Non-Employees (e.g. suppliers, consultants, speakers, lecturers, visiting professors, students, and visiting students) who are Traveling to conduct University business. Employees and Non-employees who Travel without prior authorization will be liable for expenses incurred and may be subject to additional damages.

If the travel is funded by a source outside of the authority of the administrative superior or delegate, additional approval is required from the fiscal approver on the funding source prior to Travel. 

International Travel (outside of the U.S. and its territories) requires an additional review and authorization by Research Security and Compliance in accordance with Executive Order 430.030 standard operating procedures established by each campus. unit for the following:

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

Definitions

  • Travel: Job duties that require travel away from the tax home, defined by the IRS as the general area of your main place of business, employment, or post of duty, whether the source of the funds is the University, a third party, or personal funds.
  • Non-Employees: Individuals who are not employees of the University, but they have an academic or contractual relationship. (e.g. suppliers, consultants, speakers, lecturers, visiting professors, students, and visiting students).

Accountabilities

Administrative Superior or Delegate

  • Authorize Travel necessary to conduct University business for employees or Non-Employees prior to the Travel date
  • Communicate with the fiscal approver to confirm funding availability and obtain approval
  • Review and monitor Travel and related expenditures at least monthly

Fiscal Approver

  • Approve funding availability and allowability per policies for Travel

Traveler or Delegate

  • Request domestic Travel authorization prior to the Travel date
  • Request international Travel in accordance with Executive Order 430.030 and associated standard operating procedures established by each campus, including applicable Research Security and Compliance requirements. 

Additional Details

Forms

Related Information

History

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

Procedure

Each campus or department may identify how domestic Travel authorization is documented. 

International Travel will be reviewed, and when required, approved, by Research Security and Compliance through the University specific links under Forms for International Travel Authorization, according to standard operating procedures at each institution.