PRO-U5348.10A Requesting Travel Authorization For Employees
Action By:
Traveler
- Discusses travel needs with supervisor to ensure trip will be authorized when submitted formally through University travel system.
- Reviews travel related policies, standards, and procedures to understand responsibilities and allowable travel expenditures.
- Inquires about internal department procedures for travel.
- Ensures they are set up in the University Travel System (UTS) and whether or not a “delegate” can be assigned to assist with both Travel Authorizations and Travel Reimbursements.
- If anticipates needing a travel advance, reviews the policy and procedures for responsibilities around travel advances.
- Submits a Travel Authorization (TA)/Request through the UTS in accordance with instructions found on the Travel Services website and includes all expenditures expected to be paid by the University.
- If a delegate is assigned to initiate the TA/Request, the traveler is responsible for reviewing all information in the TA/Request entered by the delegate to ensure missing information is added and corrections are made.
Travel Services
- Receives notice to review TA/Request.
- Takes one of the following actions:
- Approves the TA/Request if it meets requirements, or
- Returns the TA/Request to the Traveler to make any corrections, or
- Returns TA/Request to Traveler to cancel travel request.
Supervisory Approver (or proxy)
- Receives notice via email to review TA/Request.
- Takes one of the following actions:
- Approves TA/Request if it meets requirements, or
- Returns TA/Request to Traveler to make any corrections, or
- Returns TA/Request to Traveler to cancel travel request.
Budget Approver (or proxy)
- Receives notice via email to review TA/Request.
- Takes one of the following actions:
- Approves TA/Request if it meets requirements, or
- Returns TA/Request to Traveler to make any corrections, or
- Returns TA/Request to Traveler to cancel travel request.
Traveler
- Receives notice via email that the TA/Request has been approved.
- Reviews Travel Services website for important information on ethics, rule compliance, safety, and other related procedures.
- Makes necessary travel arrangements following department protocol for making payments with University funds.
- Upon return from traveling, follows the Reporting and Reconciling Travel Expenses and Advances Procedure (PRO-U5348.10B)
Procedure Information
Approved By:
Director of Business Services
Effective Date:
September 28, 2023