Travel Authorization Instructions

Scope:
These instructions apply to all in-state overnight travel, out-of-state travel and international travel and explain how to use the travel authorization form. See UNC Travel Requirements for a description of 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 within CONUS or in 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:

1. The traveler obtains pre-approval by filling out a Travel Authorization Form with the applicable information. Please check with your department before using the University form, as some departments have a specialized travel authorization form to be used in lieu of the University Travel Authorization Form.

2. Travel must first be approved by Deans/Directors before any expenditures are incurred, including airfare or deposits. Each College or Division is responsible for implementing its own approval process.

3. 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. Send original travel authorization to Lori Brachtenbach at Campus Box 1 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. Send original travel authorization to Lori Brachtenbach at Campus Box 1 for pre-approval.

4. Once the travel authorization is approved and signed, it would be sent back to the originating department via campus mail.

5. 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 under an Executive Order signed by the Governor.

6. If a person purchases an airline ticket 2 months or more ahead of travel time, UNC may reimburse the 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.

7. When the traveler returns, the original travel authorization shall be included with the travel expense sheet.