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Business Procedures Manual

4.2 Authorization For Travel

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4.2.1 General Provisions

Written pre-trip authorization is no longer required except when lodging is required within a 50 mile radius. Institutions may require prior authorization for certain travel if they wish.

Subject to the provisions outlined in these travel regulations, the SAO and the OPB have authorized travel reimbursement for the following expenses:

  • Meals associated with overnight lodging and in certain circumstances where there is no overnight lodging;
  • Lodging expenses;
  • Mileage for use of personal vehicles;
  • Transportation expenses; and
  • Certain miscellaneous expenses associated with travel, including parking and toll fees.

The specific policies regarding the reimbursement of travel expenses, as well as expense limits and required documentation are outlined in the following sections.

4.2.2 Exceptions to Travel Regulations

Situations may arise in the course of performing job duties that may require employees to incur travel expenses that are generally not reimbursable. The SAO and the OPB are authorized to grant one-time exceptions for unusual circumstances.

4.2.3 Employee Authorization for Travel

Each employee required to travel in the performance of official duties and entitled to reimbursement for expenses incurred shall receive prior authorization from the department head, dean, or other designated official for the performance of travel.

If approval is required, institutions should establish a written policy designating persons/positions authorized to approve travel.

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