Travel Requirements
Scope:
These requirements apply to all in-state
overnight travel, all out-of-state travel and all international
travel for university business. They apply regardless of
funding source, including personal funds.
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:
Requirements:
Employee and non-employee travel is a sensitive area of
expenditure that is scrutinized by State agencies, the Colorado
legislature and the public. All UNC travel should be made
with the highest level of integrity and all expenditures – whether
state appropriated, grant, auxiliary or other funds for which
UNC is accountable – should be made in compliance with
the letter and spirit of these requirements as well as other
UNC policies and instructions. UNC may exercise the right to be more strict than the State Fiscal Rules but may not be more lienient.
Basic travel requirements are as follows:
Travel Request / Pre-approval
- A TA/TE (Travel Authorization/Travel Expense) form must be completed
and signed by the traveler, supervisor, account authority,
and applicable dean PRIOR to
any overnight in-state travel, any out-of-state travel,
or
any international
travel.
Specific TR instructions
- Academic Affairs has authorized Deans/Directors to sign for in-state and out-of-state travel for their areas. International travel requires pre-approval by the Senior Vice President of Finance and Administration. E-mail the TA/TE sheets to Lori.Brachtenbach@unco.edu. for pre-approval. 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 the TA/TE sheets to Lori.Brachtenbach@unco.edu. for pre-approval.
- If travel is being made as a UNC representative,
in the furtherance of UNC’s mission or goals, or
otherwise under the backing of UNC, aTA/TE must
be completed,
regardless of whether the cost of the travel is being
covered by UNC. The purpose of this requirement is both
to provide
protection to the traveler (documentation for workers
compensation and insurance purposes) and to ensure that
UNC is appropriately
documenting travel.
- External documentation of the purpose of travel
( meeting agenda, etc.) must be submitted with the completed travel expense sheet.
This documentation is required by UNC’s
external auditors. If external documentation is unavailable,
the traveler must explain on the TE why documentation is
not available.
Airfare
- Airline reservations should not be made until
all TA/TE approvals are in place.
- Travelers are encouraged to use Authorized
Travel Agencies and State
Airfare Contracts for official university business. Use of State airfare
contracts for spouses, children or others not on official
university/state business is a violation of state contracts
and is prohibited.
- The traveler at his/her own risk may purchase
tickets through the Internet. Purchases of Internet tickets
will
not be reimbursed until the trip is completed and reimbursement
will be limited to the amount of the State Airfare Contracts .
The traveler is responsible for disputing any conflicts
with
or changes made by the Internet agency. UNC will not
reimburse Internet tickets for trips that are canceled.
Rental Cars
- Travelers are required to use the least expensive
mode of transportation. For example, hotel shuttles or
taxis are typically less expensive for airport to final
destination
travel than rental cars. Where rental cars are necessary,
mandatory State price agreements must be used. The most
current information on Rental
Cars is available
through
the UNC travel website.
- Rental cars are required to be paid for with the State
Travel card because it provides Primary Collision Damage
and Loss
Damage insurance coverage. Travelers are required to use the state approved car rental agencies in order to be reimbursed for their expenses. Additional vehicle insurance
should not be purchased and is not necessary when using
the state
card. However, if the state card is not used additional
insurance may be required and will not be reimbursed by
the University.
Other Travel Requirements
- International travel must be approved by the Vice
President for Finance and Administration in addition to
the traveler’s applicable vice president.
- Division vice presidents or supervisors may impose
additional requirements in the best interest of UNC.
Travelers should
check with supervisors to see if any such requirements
exist.
Date Issued: October 1, 2007
Contact for Questions: Terri Thomas 351-1836
Issued By: Michelle Quinn, Assistant Vice President - Finance
|
