Travel Authorization/Travel Expense Instructions

Scope:

These instructions apply to all in-state overnight travel, all out-of-state travel and all international travel and explain how to use applicable travel authorization forms. Completion of these forms is required prior to travel occurring. The UNC Travel Requirements (available on the UNC travel website) describe the rules governing travel.

Definitions:
CONUS – The continental United States, including the District of Columbia
Out-of-State Travel - Travel outside of the State of Colorado either 1) within CONUS or in 2) Alaska, Canada, Hawaii, Mexico
International Travel – Travel to any destination not within the State of Colorado or within the definition of Out-of-State travel.
State Travel Card – State-mandated method of travel expense payment (US Bank VISA)

Authority:

UNC Travel Requirements

Instructions:

• The traveler would obtain pre-approval by filling out a Travel Authorization/Travel Expense Sheet with the applicable information such as name, travel dates and times, account number/s, destination, and University obligation using the excel form on the Accounts Payable website S:\ACCTPAY\trexp04.xls
• Travel must first be approved by Deans/Directors. Each College or Division is responsible for coming up with its own approval process.
• Academic Affairs has authorized Deans/Directors to sign for in-state and out-of-state travel for their areas. All international travel requires pre-approval by the Senior Vice President of Finance and Administration. E-mail TA/TE sheets to Lori.Brachtenbach@unco.edu. for pre-approval on international travel. Please contact the business manager in your area for the specific approval process. Departments reporting to Finance and Administration shall obtain the Senior Vice President's approval for out-of-state and international travel. E-mail TA/TE sheets to Lori.Brachtenbach@unco.edu for pre-approval.
• The form would need to be printed off in the VP/Provost office for signature. Once the form is approved and signed, it would be sent back to the department via campus mail.
• The traveler shall then secure their travel arrangements by using their US Bank Visa travel card (VISA Travel Card Application) which is required to use for state travel by the Executive Order signed by the Governor.
• If a person purchases an airline ticket 2 months or more ahead of travel time, UNC may reimburse traveler 30 days prior to their US Bank bill due date in order for traveler to pay their US Bank Bill. Airfare purchases made on personal cards may not be reimbursed in advance.
• When the traveler returns, the actual expenses shall be input onto the expense sheet which would have been partially complete. The traveler, supervisor and authorized signature shall sign the completed expense sheet. Once that is done, the receipts and the signed copy of the VP/Provost approved expense sheet shall be attached and sent to Accounts Payable for processing.
• Itemized meal receipts are required. A conference agenda is required to be attached to reimbursement requests.

Date Issued: October 1, 2007
Contact for Questions: Terri Thomas 351-1836
Issued By: Terri Thomas, Travel Compliance Coordinator