Travel Authorization 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 and expense reimbursement forms. 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 Form with the applicable information.
• 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 travel authorization to Lori.Brachtenbach@unco.edu. 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 travel authorization to Lori.Brachtenbach@unco.edu for pre-approval.
• Once the form is approved and signed, it would be sent back to the department via campus mail.
• The traveler can then secure their travel arrangements by using their US Bank Visa travel card (VISA Travel Card Application) which is required 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 without written explanation as to why the US Bank Travel Card was not used.
• When the traveler returns, the actual expenses are recorded on the travel expense sheet . The travel expense sheet is signed by the traveler, supervisor and authorized signature. Once that is done, receipts are attached and the signed copy of the approved expense sheet is sent to Accounts Payable for processing.
• Itemized meal receipts are required for meals. Also, conference agenda is required to be attached to reimbursement request

ATHLETIC TRAVEL

• Athletic travel may retain and use the US Bank Event card. This card allows all athletic travel, including airfare to be charged to that card.
• The Athletic department would be responsible for reallocating charges with a journal entry.
• Travel advances will be obtained by filling out a Travel Expense Sheet with the applicable information such as name, travel dates and times, account number/s, destination, and University obligation. The lower potion of the expense sheet has an entry for “travel advance”, that is where a travel advance is typed in. Once this is done, attach the form as an email and send it to the travel compliance designee in Accounts Payable.
• Accounts Payable will then type the travel advance and release it to the coach when they bring the approval slip to Accounts Payable to pick up their advance.
• The same procedure is done as mentioned above for reimbursement except for attaching the “VP approved expense sheet”. That is not necessary since the VP does not require pre-approval for travel.

Date Issued: October 1, 2008
Contact for Questions: Terri Thomas 351-1836
Issued By: Terri Thomas, Travel Compliance Coordinator