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 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)
Accountable Plan: IRS guideline - nontaxable reimbursement to traveler
Non-accountable Plan: IRS guideline - taxable reimbursement to traveler
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.
Basic travel requirements are as follows:
Travel Authorization:
A Travel Authorization (TA) form must be completed
and signed by the traveler, supervisor, fund/org authority,
and applicable Dean/Director PRIOR to
any overnight, out-of-state travel,
or international
travel. Specific TA 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. Send original Travel Authoirzation (TA) 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 (TA) to Lori Brachtenbach at Campus Box 1 for pre-approval.
If travel is being made as a UNC representative at all levels of employment,
in the furtherance of UNC’s mission or goals, or
otherwise under the backing of UNC, a Travel Authorization 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.
Airfare:
Airline reservations should NOT be made until
all TA 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.
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 must be paid for with the State
travel card because it provides primary collision damage
and loss
damage insurance coverage. 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 purchased but will NOT be reimbursed by the University per State
Fiscal Guideline 5.1.
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, regardless of the funding source.
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.
Location: Carter Hall Room 1002
Phone: 970-351-2237
Fax: 970-351-1142
Questions:Stephanie Kontour
970-351-2387
Mialing Address:
Accounts Payable
University of Northern Colorado
501 20th Street
Campus Box 61
Greeley, CO 80639
Site Updated: October 1, 2009
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