PRO-U5348.10A Requesting Travel Authorization For Employees

Action By:

Traveler

  1. Discusses travel needs with supervisor to ensure trip will be authorized when submitted formally through University travel system.
  2. Reviews travel related policies, standards, and procedures to understand responsibilities and allowable travel expenditures.  
  3. Inquires about internal department procedures for travel.
    1. 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.
  4. If anticipates needing a travel advance, reviews the policy and procedures for responsibilities around travel advances. 
  5. 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.
    1. 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

  1. Receives notice to review TA/Request.
  2. Takes one of the following actions:
    1. Approves the TA/Request if it meets requirements, or
    2. Returns the TA/Request to the Traveler to make any corrections, or
    3. Returns TA/Request to Traveler to cancel travel request.  

Supervisory Approver (or proxy)

  1. Receives notice via email to review TA/Request.  
  2. Takes one of the following actions:
    1. Approves TA/Request if it meets requirements, or
    2. Returns TA/Request to Traveler to make any corrections, or
    3. Returns TA/Request to Traveler to cancel travel request. 

Budget Approver (or proxy)

  1. Receives notice via email to review TA/Request.  
  2. Takes one of the following actions:
    1. Approves TA/Request if it meets requirements, or
    2. Returns TA/Request to Traveler to make any corrections, or
    3. Returns TA/Request to Traveler to cancel travel request. 

Traveler

  1. Receives notice via email that the TA/Request has been approved.
  2. Reviews Travel Services website for important information on ethics, rule compliance, safety, and other related procedures.
  3. Makes necessary travel arrangements following department protocol for making payments with University funds. 
  4. 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

Procedure Contact

Business Services

Phone: (360) 650-3340

Business Services website