Travel Approvals UA Regulation R05.02.060.A

Travel Authorization A.3 Travel Authorization Approvals a. General (1) Requiring various approval levels is important to help safeguard against unnecessary travel and/or unreasonable costs. (2) Each traveler, except for those individuals specifically authorized by the university president or the appropriate chancellor, must have the approval of his or her supervisor and the individual with authority to expend funds (often this will be the same person) documented on a Travel Authorization Form prior to commitment of university funds. (3) The university president or chancellors may designate individuals authorized to approve out-of-state travel, including international travel. Departments, units or colleges may require more restrictive approvals than are required by these regulations. (4) The chair of the Board of Regents shall approve regent travel for other than board meetings or commencement activities. (5) Approval may not be delegated to a level of authority lower than the traveler (e.g. administrative assistants or support staff) without the specific written approval of the university president or the chancellor.

Travel Authorization 13. Travel Authorization Forms a. A Travel Authorization Form must be completed, approved and dated by the appropriate individuals before any financial commitment of university resources is made and before travel begins, regardless of the method of payment (corporate travel card or personal funds) or the source of reimbursement (departmental funds, grants, or third party reimbursements). Failure to do so may be cause for disallowance; written justification and corrective action by the traveler and the traveler’s department head is required. Completing a Travel Authorization Form does not enroll an individual in any University of Alaska insurance coverage.

Person Authorized to Expend Funds Those specifically authorized by the Chancellor are listed by name, to approve their own travel, with the exception of international travel. (International travel requires supervisor approval). If the traveler is not specifically listed, by name, they must have approval of their supervisor prior to the commitment of UA funds. Units should have a copy on file of the Chancellor’s self-Authorization memo Supervisor approval required Supervisors can delegate supervisor authority President Johnsen’s updated travel procedures instructed critical discretion in approving unrestricted travel Person authorized to expend funds: Researcher, Principal Investigator (PI) and Co-PI. Banner is the official record for those who have expenditure authority Use FTMFUND for those listed to expend funds Expenditure authority can be delegated from those listed in banner Delegation memo should be attached to the travel backup or noted that memo is on file with department Email approvals are allowed when authorization number, destination, purpose, travel dates, personal dates (if applicable), and estimated expenses are listed. A.3.a.(2) Each traveler, except for those individuals specifically authorized by the University President or the appropriate Chancellor, must have the approval of his or her supervisor and the individual with authority to expend funds (often this will be the same person) documented on a Travel Authorization Form prior to commitment of University funds.

Out-of-state and International Travel A.3.a.(3) The University President or Chancellors may designate individuals authorized to approve out-of-state travel, including international travel. Departments, units or colleges may require more restrictive approvals than are required by these regulations. UAF Chancellor has delegated those listed by position to approve, out-of-state, and international travel within their respective units. UAF Travel Approval Authority is listed on the UAF Travel webpage. Out-of-state and international travel must be approved prior to commitment of UA funds.

Travel Authorization Form Approvals A.13.a A Travel Authorization Form must be completed, approved and dated by the appropriate individuals before any financial commitment of University resources is made and before travel begins, regardless of the method of payment (corporate travel card or personal funds) or the source of reimbursement (departmental funds, grants, or third party reimbursements). Failure to do so may be cause for disallowance; written justification and corrective action by the traveler and the traveler’s department head is required. Completing a Travel Authorization Form does not enroll an individual in any University of Alaska insurance coverage. Travel Authorization forms must be completed and appropriately approved before any financial commitment of UA resources is made and before travel begins, regardless of method of payment. Unauthorized travel and purchases may be cause for disallowance of expenses. If unauthorized travel and purchases take place After the fact approvals are required. Written justification and corrective action by the traveler and the traveler’s department head is required. Explanation of situation stating the reason travel was unauthorized and actions to insure that further violations are not repeated, should be attached to the backup. Travel Authorization forms do not enroll an individual in any UA insurance coverage.

Travel Expense Report A.14 Travel Expense Reimbursement Process a. General (1) Travel expenses shall be reimbursed only upon completion of a Travel Expense Report that is approved by the individual requesting reimbursement and the supervisor or supervisor’s designee, or otherwise approved by the travel administrator.

Travel Expense Report Approvals A.14.a(1) Travel expenses shall be reimbursed only upon completion of a Travel Expense Report that is approved by the individual requesting reimbursement and the supervisor or supervisor’s designee, or otherwise approved by the travel administrator. Traveler approval is required Email approvals are ok, when authorization number is listed, destination, purpose, travel dates, personal dates (if applicable), and itemized expenses claimed Supervisor approval required for all expense reports Supervisors can delegate supervisor authority Those specifically authorized by the Chancellor are listed by name, to approve their own travel, with the exception of international travel. Units should have a copy on file of the Chancellor’s Self-Authorization Memo International travel requires supervisor approval. If funding changes from the Authorization to the Expense Report, new expenditure authority may be required. View FTMFUND to verify who has expenditure authority Email approvals allowed when authorization number, destination, purpose, travel dates, personal dates (if applicable), and itemized expenses claimed are listed.

Contact Information Geoff Jacobs, Transaction Manager 201 Administrative Services Center Email: gajacobs@alaska.edu Phone: (907) 474-6170 Dawniel Dupee, Travel Auditor 205 Administrative Services Center Email: dadupee@alaska.edu Phone: (907) 474-2413 Travel Email: uaf-ofa-travel@alaska.edu Travel Website: http://www.uaf.edu/finserv/finance-accounting/travel/