Carter Hall

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. The Provost has authorized Deans/Directors to sign for in-state and out-of-state travel for their areas. International travel for all areas requires pre-approval by the Provost. Departments reporting to Finance and Administration shall obtain pre-approval for overnight, out-of-state and international travel.
  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.